How to Secure Your Microsoft 365 for HIPAA Compliance (And How to Get the HIPAA Badge/Seal)

Protecting patient health information (PHI) in the cloud is serious business. If you’re using Microsoft 365 and need to comply with HIPAA (the Health Insurance Portability and Accountability Act), you’ll need to understand not just how to secure your system, but also what’s required to actually prove compliance and get a “HIPAA badge” or seal. Here’s what you need to know, in simple terms, from a cybersecurity expert who's lived this process:

• Understand What HIPAA Really Requires: HIPAA isn’t a technical checklist; it’s a law about protecting patient health info. It focuses on security, privacy, and auditing who accesses data. To be “HIPAA compliant,” you must address these requirements both on paper (policies) and in technical controls.
• Choose the Right Microsoft 365 Plan: Only Microsoft 365 Business, Microsoft 365 E3/E5, and similar “Enterprise” plans include important compliance features (like auditing, Data Loss Prevention, encryption, etc.). Lower-tier plans may not meet HIPAA’s needs.
• Sign a Business Associate Agreement (BAA): Microsoft offers a BAA, which is a legal requirement for any cloud vendor handling PHI. You must accept and have this on file. Microsoft automatically presents it in the admin portal—search for it and confirm it’s accepted.
• Turn On All Critical Security Features: Microsoft 365 includes tools, but you must enable and configure them—out-of-the-box is NOT compliant. Key features:
  • Multi-Factor Authentication (MFA): Requires a second proof (like a phone app) when logging in.
  • Data Loss Prevention (DLP): Prevents confidential info like SSNs from being sent out by accident.
  • Email Encryption: Ensures messages with PHI are encrypted end-to-end.
  • Access Controls: Restrict who can see PHI to “minimum necessary” only.
  • Audit Logs: Tracks who accesses or tries to access PHI, and when. Essential for audits.
  • Retention and Deletion Policies: Automatically deletes unnecessary PHI after the required retention period.
• Perform a HIPAA Security Risk Assessment: HIPAA mandates a formal review of where your risks are and how you’re protecting PHI—including technical, process, and physical safeguards. A reputable firm like OCD Tech can guide you through the process, making sure nothing’s missed.
• Document Everything: HIPAA is just as much about paperwork as technology. Keep records of:
  • Security settings in Microsoft 365
  • Who has access and why
  • Training for users (teach staff how to spot phishing and handle PHI safely)
  • Incident response plans (what you’ll do if data is stolen or leaked)
• Get the HIPAA Badge/Seal: There’s no official, government-issued HIPAA “seal.” Instead, organizations often undergo a third-party HIPAA compliance assessment and receive an attestation, report, or “seal” certifying their system was found compliant at that time. To do this:
  • Conduct or have an external HIPAA risk assessment (OCD Tech offers readiness assessments and consulting—check here.)
  • Remediate (fix) any gaps or vulnerabilities found.
  • Obtain the report or attestation letter, which you can share with stakeholders as evidence of your compliance.
• Prepare for Ongoing Audits: HIPAA is continuous, not one-and-done. Auditors expect you to show:
  • Settings haven’t drifted (review them at least annually)
  • Employees are still trained and aware
  • New risks (like new applications or integrations) are being assessed and dealt with
  • Any security incidents have been properly documented and responded to

If you want to be sure your Microsoft 365 is truly HIPAA compliant—and to get the “How to Secure Your Microsoft 365 for HIPAA badge/seal”—you must combine technical configuration, policy documentation, ongoing risk assessments, and proof of all your actions. A trusted third-party like OCD Tech can make the process smooth and defensible in any audit.

Most importantly, remember: HIPAA compliance is a journey, not a checkbox. Keep security and privacy at the heart of everything your organization does.