Zoom for protected health information {HIPAA} is a separate UCF Zoom account for individuals working with Protected Health Information (PHI). There are some features such as cloud recording that are not available in UCF Zoom for HIPAA. Meeting hosts can access Zoom for HIPAA related meetings at https://ucf-hipaa.zoom.us (HIPAA account) using your UCF NID. The UCF Zoom HIPAA account is to be used by HIPAA covered entities or anytime Highly Restricted Data may be involved in the meeting. The UCF-HIPAA Zoom account currently is exclusive to @ucf.edu email addresses for licensing, logging in and creating meetings.
Please note: Starting on June 19, 2025, you will be required to use your UCF NID and NID password and authenticate with MFA to log in or join a Zoom meeting when navigating to https://ucf-hipaa.zoom.us. If configuring MFA for the first time, please refer to the following articles based on the authentication method you are prompted to register for:
- Microsoft Authenticator MFA Registration
- Duo MFA Registration
- How to consolidate my Zoom Account if prompted
Accessing the UCF HIPAA Zoom Account
1. Login to https://ucf-hipaa.zoom.us
2. Click “host” or “sign in” to login to the system with your NID and password. The account will be automatically created and licensed once authenticated.
3. NOTE: UCF individuals can only exist in one UCF Zoom “account” at a time, meaning any attempt to switch accounts “moves” the login from one URL to the other. While you can switch between the general UCF account and the UCF HIPAA account, the process “transfers” the account upon login. Recordings will not travel from the main UCF account to the UCF-HIPAA account, however preliminary tests have shown that going back to the main UCF account restores the previous recordings. Below is a sample screen during an Account Transfer between the ucf.zoom.us and ucf-hipaa.zoom.us.
What are the features of the UCF-HIPAA environment?
The UCF-HIPAA has a HIPAA Business Associates Agreement applied to it and HIPAA-specific settings enforce by Zoom:
Features Enabled
- The setting “Require Encryption for 3rd Party Endpoints (H323/SIP)” will be enabled for all members of your account
- Cloud Recording will be disabled.
- device/user information will be removed in logging and reporting
- Encrypted Chat will be enabled. Please note if chat has been disabled, please submit a request to have it enabled.
Encrypted Chat Features
- Text messages will be encrypted
- Offline messages will only be available after all parties initiate a key exchange
- Screen capture will be disabled
- Sending images will be disabled
More information here: https://support.zoom.us/hc/en-us/articles/207652183-HIPAA-Business-Associate-Agreement-BAA-
Because the Business Associates Agreement and all of the above security settings apply directly to the ucf-hipaa.zoom.us account and not the general ucf.zoom.us account, it is critical that UCF individuals use the ucf-hipaa account for any work involving:
- Highly Restricted Data of any kind
- Use within a HIPAA covered entity
- Any clinical use, medical consultations, any time health information will be discussed, etc.
How to save recordings on the UCF-HIPAA instance
The UCF-HIPAA Zoom account has cloud recording disabled so recordings will never be saved within the Zoom cloud environment. However, users can still enable local recordings to save recordings to existing secure file storage locations that have been created to store Highly Restricted Data.
Recordings should only be saved consistent with UCF Policy 4-008 and as permitted by other relevant policies/standards that apply to the data in question, (e.g. HIPAA policies and procedures). Please check with your area’s IT support staff, Business Relationship Managers, or UCF InfoSec if you have any questions about saving recordings or where to save them.
Instructions for creating and copying a Zoom local recording can be found here:
https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording