{"id":8279,"date":"2018-10-25T09:19:46","date_gmt":"2018-10-25T13:19:46","guid":{"rendered":"https:\/\/www.med.unc.edu\/it\/?page_id=8279"},"modified":"2026-03-12T10:20:28","modified_gmt":"2026-03-12T14:20:28","slug":"guidelines","status":"publish","type":"page","link":"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/guidelines\/","title":{"rendered":"Video Conferencing Guidelines"},"content":{"rendered":"\n<ul class=\"nav nav-tabs oscitas-bootstrap-container conferencingguidelines\" id=\"unc-tab-0\" role=\"tablist\">\n\n    \n        \n            <li class=\"active oscitas-bootstrap-container nav-tab-list-item\" role=\"tab\" aria-selected=\"true\">\n\n                    \n            <a role=\"button\" class=\" oscitas-bootstrap-container nav-tab-button\" href=\"#tabs-0-0\" data-toggle=\"tab\">\n\n            Platforms Approved for Sharing PHI\n            <\/a>\n\n        <\/li>\n\n    \n        \n            <li role=\"tab\" class=\"nav-tab-list-item\" aria-selected=\"false\">\n\n                    \n            <a role=\"button\" class=\" oscitas-bootstrap-container nav-tab-button\" href=\"#tabs-0-1\" data-toggle=\"tab\">\n\n            PHI\/SI Video Conferencing Guidelines\n            <\/a>\n\n        <\/li>\n\n    \n        \n            <li role=\"tab\" class=\"nav-tab-list-item\" aria-selected=\"false\">\n\n                    \n            <a role=\"button\" class=\" oscitas-bootstrap-container nav-tab-button\" href=\"#tabs-0-2\" data-toggle=\"tab\">\n\n            Resources\n            <\/a>\n\n        <\/li>\n\n    \n<\/ul>\n\n<div class=\"tab-content\">\n\n    \n        <div role=\"tabpanel\" class=\"tab-pane active oscitas-bootstrap-container\" id=\"tabs-0-0\">\n        \n            \n<h2>Conferencing Platforms Vetted and Approved by UNC for Transmitting, Recording, and Sharing Protected Health Information (PHI)<\/h2>\n<div class = \"alert alert-warning  oscitas-bootstrap-container\"><strong>Important!<\/strong> Using a UNC vetted and approved platform for transmitting, recording, and sharing PHI <strong>does not mean your specific use case is appropriate<\/strong>. You need to consider <strong>all HIPAA guidelines and policies<\/strong> found in the\u00a0<a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=132093\">Privacy of Protected Health Information Policy,<\/a> as well as the <a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131245\">Information Security Controls Standard<\/a>.<\/p>\n<p>For questions or more information, please contact the School of Medicine\u00a0Information Security and Privacy Office by <a href=\"https:\/\/go.unc.edu\/somit\">opening a Help Request<\/a>.<\/div>\n<h3>Zoom HIPAA Account<\/h3>\n<p>Users whose <strong>primary affiliation is with the School of Medicine<\/strong> should be placed into a <strong>Zoom HIPAA account<\/strong>.<\/p>\n<ul>\n<li>Signing Into Your Zoom Account\n<ul>\n<li>You must sign into your Zoom account with Single Sign-On (SSO), not your email and password.<\/li>\n<li>You must be signed in to use the Host controls<\/li>\n<li>You can only be signed into one device (e.g., PC, tablet, phone) at a time.<\/li>\n<\/ul>\n<\/li>\n<li>If you are not sure if you have a Zoom HIPAA account, you can check by visiting your\u00a0<a href=\"https:\/\/unc.zoom.us\/account\">Zoom Account Profile page<\/a>. The Account Name will display \u201cHIPAA.\u201d Standard (non-HIPAA) Zoom accounts will display \u201cUniversity of North Carolina Chapel Hill\u201d (UNC).\n<ul>\n<li>If you schedule meetings or assign Alternate Hosts for other account owners, you must be in the same account type (e.g., a UNC account owner cannot schedule a meeting for a HIPAA account owner).<\/li>\n<li>If you want to opt out of your HIPAA account for a UNC account, or if you need to be moved to a HIPAA account from your UNC account, please visit our <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/zoom-support\/\">SOM Zoom Support<\/a> page for instructions.<\/li>\n<\/ul>\n<\/li>\n<li>UNC requires all meetings be secured with <strong>one security option<\/strong> in your <a href=\"https:\/\/unc.zoom.us\">Zoom account<\/a>.\n<ul>\n<li>You can access the <strong>Meeting Security<\/strong> <strong>settings<\/strong> by clicking \u201cSettings\u201d in the left-side menu, the \u201cMeeting\u201d tab at the top of the page, and \u201cSecurity\u201d in that section.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-12669 alignnone\" src=\"https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-300x135.png\" alt=\"Zoom meeting settings\" width=\"300\" height=\"135\" srcset=\"https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-300x135.png 300w, https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings.png 330w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/li>\n<li>School of Medicine IT recommends enabling <strong>Meeting Passcode<\/strong> and <strong>Embed passcode in invite link for one-click join.<\/strong><br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-12668 alignnone\" src=\"https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-passocode-300x94.png\" alt=\"Meeting passcode enabled\" width=\"300\" height=\"94\" srcset=\"https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-passocode-300x94.png 300w, https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-passocode.png 330w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/> <img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-12667 alignnone\" src=\"https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-embed-passcode-300x94.png\" alt=\"Embed passcode in invite link for one-click join\" width=\"300\" height=\"94\" srcset=\"https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-embed-passcode-300x94.png 300w, https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2023\/04\/zoom-meeting-settings-embed-passcode.png 330w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/li>\n<li>Please note: If you don\u2019t select either <strong>Meeting Passcode<\/strong> or <strong>Waiting Room<\/strong>, Zoom will select <strong>Waiting Room<\/strong> by default.<\/li>\n<\/ul>\n<\/li>\n<li>Recording Zoom Meetings\n<ul>\n<li>Users can record to the Zoom cloud or locally to their computer.\n<ul>\n<li>Participant reporting and transcription are not available when recording locally.<\/li>\n<\/ul>\n<\/li>\n<li>When recordings begin, meeting attendees are prompted to accept being recorded or leave the meeting.<\/li>\n<li>If recording locally, recordings containing PHI can be recorded to a School of Medicine managed computer that meets the <a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131245\">Information Security Control Standard<\/a>.\n<ul>\n<li>It is recommended that local recordings with PHI be uploaded to a vetted and approved storage platform (e.g., OneDrive, Teams) and then deleted from your local computer.<\/li>\n<li>Local recordings <strong>with no PHI<\/strong> can be uploaded into <a href=\"https:\/\/www.med.unc.edu\/it\/services\/lecture-capture\">Panopto<\/a>* for streaming.\n<ul>\n<li><strong>*Note: Panopto cannot store or stream recordings with PHI, even with patient authorization.<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>Cloud recordings are stored for 30 days, then moved to the trash for 30 days where they can be recovered if needed, then deleted permanently.<\/li>\n<li>Cloud recordings can be downloaded.\n<ul>\n<li>Recordings containing PHI can be downloaded to a School of Medicine managed computer that meets the <a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131245\">Information Security Controls Standard<\/a>.\n<ul>\n<li>It is recommended that downloaded recordings with PHI be uploaded to a vetted and approved storage platform (e.g., OneDrive, Teams) and then deleted from your local computer.<\/li>\n<\/ul>\n<\/li>\n<li>Downloaded recordings <strong>with no PHI<\/strong> can be uploaded into <a href=\"https:\/\/www.med.unc.edu\/it\/services\/lecture-capture\">Panopto<\/a>* for streaming\n<ul>\n<li><strong>*Note: Panopto cannot store or stream recordings with PHI, even with patient authorization.<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>Zoom Webinar\n<ul>\n<li>The Zoom Webinar feature requires an additional license on your UNC Zoom account, regardless of which account type you have. For assistance, please visit our <a href=\"https:\/\/www.med.unc.edu\/it\/services\/classroom-support\/\">Classroom Support<\/a> page and click the <em>Request Help<\/em> button.<\/li>\n<li>Webinar creates separate links for Presenters and Attendees.\n<ul>\n<li>When you add a Presenter, Zoom will email them their link. Please request that the Presenter not share this link. It is only intended for their use.<\/li>\n<li>The Attendee link is the one intended for sharing with your Webinar audience.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>More detailed Zoom HIPAA information can be found in the <a href=\"https:\/\/zoom.us\/docs\/doc\/Zoom-hipaa.pdf\">Zoom HIPAA Compliance Datasheet<\/a>.<\/li>\n<\/ul>\n<h3>Microsoft Teams<\/h3>\n<p>Please refer to <a class=\"Hyperlink SCXW236070793 BCX0\" href=\"https:\/\/help.unc.edu\/sp?sys_kb_id=4e12a2a51bf7681078c43112cd4bcba1&amp;id=kb_article_view&amp;sysparm_rank=5&amp;sysparm_tsqueryId=a92966741bca2914b4115537624bcbad\" target=\"_blank\" rel=\"noopener\">UNC Storage Offerings<\/a> for detailed information.<\/p>\n<hr \/>\n<h3>Other Resources for Sharing PHI<\/h3>\n<ul>\n<li><strong>Sharing Tier 3 Information Other Than PHI \u2013<\/strong> If you are sharing any Tier 3 information other than PHI (e.g., Social Security numbers, payment card information), please review the\u00a0<a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131244\">Information Classification Standard<\/a>\u00a0beforehand.<\/li>\n<li><span class=\"acronym-highlight\">UNC<\/span> Health employees should follow <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/som-webex-service-ending-spring-2024\/#unchealthwebex\">UNC Health guidelines<\/a>. <strong>All clinical care activities should only use UNC Health tools that are subject to the guidance of UNC Health<\/strong>. Please contact UNC Health Information Services Division (<span class=\"acronym-highlight\">ISD<\/span>) at <a href=\"https:\/\/mysupport.unch.unc.edu\/\">MySupport@UNC<\/a> for technical assistance.<\/li>\n<li><strong>For Security questions or more information, <\/strong>please contact the School of Medicine\u00a0Information Security and Privacy Office by <a href=\"https:\/\/go.unc.edu\/somit\">opening a Help Request<\/a>.<strong>\u00a0<\/strong><\/li>\n<li><strong>For Video Conferencing support, <\/strong>please click the <em>Request Help<\/em> or <em>Report Conferencing Issues<\/em> button on the <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/\">Video Conferencing home page<\/a>.<\/li>\n<li style=\"list-style-type: none;\"><\/li>\n<\/ul>\n\n        <\/div>\n\n    \n        <div role=\"tabpanel\" class=\"tab-pane  oscitas-bootstrap-container\" id=\"tabs-0-1\">\n        \n            \n<h2 style=\"text-align: left;\">Guidelines for Including Protected Health Information (PHI) <span class=\"NormalTextRun SCXW134848151 BCX0\">and other sensitive information<\/span><span class=\"NormalTextRun SCXW134848151 BCX0\"> (SI) <\/span>within a Video Conference<\/h2>\n<p><strong>When including patient Protected Health Information (PHI) <span class=\"NormalTextRun SCXW134848151 BCX0\">and other sensitive information<\/span><span class=\"NormalTextRun SCXW134848151 BCX0\"> (SI) <\/span>in a video conference, you must adhere to the following guidelines to ensure the security of the information:<\/strong><\/p>\n<ol>\n<li>You must have patient authorization to share their information and be able to provide documentation if requested.<\/li>\n<li>Only invite attendees or share the conference links with individuals who are authorized to view the content.<\/li>\n<li>The ability to join the conference cannot be made publicly available.<\/li>\n<li>You may not include PHI or SI in the meeting title or in the email invitation.<\/li>\n<li>Limit your data! Only include patient information relevant to the conference meeting.<\/li>\n<li>Emails sent within the UNC Chapel Hill (UNC) system or to UNC Health (UNCH) are considered secure.<\/li>\n<li>For emails containing PHI or SI sent outside the UNC system or UNCH, send using the &#8220;secure&#8221; function in Outlook. \u202fFor instructions on how to send secure emails, see the <a href=\"https:\/\/help.unc.edu\/sp?id=kb_article&amp;sysparm_article=KB0010511&amp;sys_kb_id=cc7f00abdb7fa01070551ffa6896199c\">UNC Encrypted Email (Encryption) help article<\/a>.<\/li>\n<li>If the video conference is recorded, please refer to the <em>Platforms Approved for Sharing PHI<\/em> tab above.<\/li>\n<li>If you reassign your recordings to another user, the user must be authorized to view the patient or sensitive information and be responsible for managing the recording as stated above.<\/li>\n<\/ol>\n<ol>\n<li style=\"list-style-type: none;\"><\/li>\n<\/ol>\n\n        <\/div>\n\n    \n        <div role=\"tabpanel\" class=\"tab-pane  oscitas-bootstrap-container\" id=\"tabs-0-2\">\n        \n            \n<h2>UNC Policies and Procedures<\/h2>\n<ul>\n<li><a title=\"https:\/\/www.med.unc.edu\/it\/about\/policies\/\" href=\"https:\/\/www.med.unc.edu\/it\/about\/policies\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC IT and SOM IT Information Security Policies\">UNC IT and SOM IT Information Security Policies<\/a><\/li>\n<li><a title=\"https:\/\/www.med.unc.edu\/it\/about\/about-us\/it-security-office\/\" href=\"https:\/\/www.med.unc.edu\/it\/about\/about-us\/it-security-office\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link School of Medicine IT Information Security &amp; Privacy\">School of Medicine IT Information Security<\/a><\/li>\n<li><a title=\"https:\/\/www.med.unc.edu\/patientprivacy\/policies-and-forms\/\" href=\"https:\/\/www.med.unc.edu\/patientprivacy\/policies-and-forms\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC Health Privacy Office Policies and Forms\">UNC Health Privacy Office Policies and Forms<\/a><\/li>\n<li><span class=\"ui-provider a b c d e f g h i j k l m n o p q r s t u v w x y z ab ac ae af ag ah ai aj ak\" dir=\"ltr\"> <a class=\"fui-Link ___1rxvrpe f2hkw1w f3rmtva f1ewtqcl fyind8e f1k6fduh f1w7gpdv fk6fouc fjoy568 figsok6 f1hu3pq6 f11qmguv f19f4twv f1tyq0we f1g0x7ka fhxju0i f1qch9an f1cnd47f fqv5qza f1vmzxwi f1o700av f13mvf36 f1cmlufx f9n3di6 f1ids18y f1tx3yz7 f1deo86v f1eh06m1 f1iescvh fhgqx19 f1olyrje f1p93eir f1nev41a f1h8hb77 f1lqvz6u f10aw75t fsle3fq f17ae5zn\" title=\"https:\/\/datagov.unc.edu\/about\/datagov-overview\/\" href=\"https:\/\/datagov.unc.edu\/about\/datagov-overview\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC Data Governance Oversight Group (DGOG)\">UNC Data Governance Oversight Group (DGOG)<\/a><\/span><\/li>\n<li><a title=\"https:\/\/privacy.unc.edu\/\" href=\"https:\/\/privacy.unc.edu\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC Privacy Office\">UNC Privacy Office<\/a><\/li>\n<li><a title=\"https:\/\/safecomputing.unc.edu\/\" href=\"https:\/\/safecomputing.unc.edu\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link Safe Computing at UNC\">Safe Computing at UNC<\/a><\/li>\n<li><a title=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131247\" href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131247\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC IT Acceptable Use Policy\">UNC IT Acceptable Use Policy<\/a><\/li>\n<li><a title=\"https:\/\/policies.unc.edu\/tdclient\/2833\/portal\/kb\/articledet?id=131260\" href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131260\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC Transmission of Sensitive Information Standard\">UNC Transmission of Sensitive Information Standard<\/a><\/li>\n<li><a title=\"https:\/\/policies.unc.edu\/tdclient\/2833\/portal\/kb\/articledet?id=131245\" href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131245\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC Information Security Controls Standard\">UNC Information Security Controls Standard<\/a><\/li>\n<li><a title=\"https:\/\/www.med.unc.edu\/security\/hipaa\/hipaa-train\/\" href=\"https:\/\/www.med.unc.edu\/security\/hipaa\/hipaa-train\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC School of Medicine IT Information Security &amp; Privacy HIPAA Online Training\">UNC School of Medicine IT Information Security &amp; Privacy HIPAA Online Training<\/a><\/li>\n<li><a title=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=132138\" href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=132138\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link Copyright Policy of the University of North Carolina at Chapel Hill\">Copyright Policy of the University of North Carolina at Chapel Hill<\/a><\/li>\n<li><a title=\"https:\/\/library.unc.edu\/scholcom\/\" href=\"https:\/\/library.unc.edu\/scholarly-communications\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"Link UNC Libraries Scholarly Communications Office\">UNC Libraries Scholarly Communications<\/a><\/li>\n<\/ul>\n\n        <\/div>\n\n    \n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":14167,"featured_media":0,"parent":13001,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"layout":"","cellInformation":"","apiCallInformation":"","footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-8279","page","type-page","status-publish","hentry","odd"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ 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