Compliance
HIPAA-Compliant Marketing Operations
Heartbeat Marketing operates a fully HIPAA-compliant digital marketing stack. Privacy compliance is not a feature we add for healthcare clients; it is the foundation every engagement is built on.
HIPAA-compliant marketing operations, active across all client engagements
How We Operate
Our HIPAA Compliance Architecture
HIPAA-Safe Analytics & Tracking
We do not use Google Analytics 4 Universal properties without proper BAA coverage. For clients requiring HIPAA-compliant analytics, we implement server-side tracking solutions and analytics platforms that have signed Business Associate Agreements, ensuring PHI is never transmitted to or stored in non-covered systems.
No PHI in Retargeting Audiences
Standard digital advertising retargeting can inadvertently expose protected health information by creating and targeting audiences based on health-related website visits. We structure all retargeting campaigns to comply with Google's sensitive health categories policy and HIPAA's restrictions on using PHI for marketing without explicit authorisation.
Business Associate Agreements (BAAs)
Where our services involve access to or handling of systems that may contain PHI, including CRM integrations, appointment systems, or analytics platforms, we sign Business Associate Agreements as required by HIPAA's Privacy and Security Rules. BAA templates are available on request.
HIPAA-Compliant Review Request Workflows
Our patient review request systems are designed to never expose PHI. Review requests are triggered by appointment completion without transmitting diagnosis information, treatment details, or any other protected health information to third-party review platforms.
Business Associate Agreements
We Sign BAAs Where Required
Under HIPAA, a Business Associate Agreement (BAA) is required when a covered entity (a healthcare provider, health plan, or clearinghouse) shares protected health information with a vendor who will use it to perform services on their behalf.
As a digital marketing agency, Heartbeat Marketing may act as a Business Associate when our services involve access to or handling of systems that contain PHI. In these cases, we sign BAAs as part of our standard onboarding process.
If your practice or health system requires a BAA before engaging our services, request it via our contact page. We can execute our standard template or review a template provided by your legal or compliance team.
What our BAA covers
Compliance is our default, not an add-on.
Every client engagement at Heartbeat Marketing is structured with HIPAA compliance as the baseline, regardless of whether a formal BAA is required for the specific scope of services.
FAQ
HIPAA Compliance Questions
Is Heartbeat Marketing a HIPAA Business Associate?
Yes. As a digital marketing agency that may access systems containing protected health information (PHI) on behalf of covered entities, Heartbeat Marketing operates as a Business Associate under HIPAA. We sign Business Associate Agreements (BAAs) with healthcare clients where required by the nature of our engagement.
Do you sign Business Associate Agreements (BAAs)?
Yes. We have a standard BAA template that we sign with healthcare clients who are covered entities under HIPAA. If your organisation requires a custom BAA, we are happy to review it with our legal team. BAA execution is standard in our onboarding process for practices that require it.
Is your analytics and tracking setup HIPAA-compliant?
Yes. We use analytics configurations that do not transmit PHI to non-covered platforms. For clients that require full HIPAA-compliant analytics, we implement server-side tracking and use platforms that offer BAA coverage. We do not use tracking configurations that expose diagnoses, treatment types, or other PHI in campaign audiences or reports.
How do you handle patient data in your marketing systems?
We do not collect, store, or process patient-identifiable data in any marketing system we operate. Our campaigns are built around aggregate conversion events, appointment request completions, without any PHI being passed into ad platforms. Re-engagement workflows operate on practice-owned systems with appropriate data controls in place.
How do you collect patient reviews without violating HIPAA?
Our review request workflows are triggered by appointment events but do not include any diagnosis, treatment, or clinical information in the request message. We use compliant SMS and email platforms and structure communications so that no PHI is transmitted to third-party review platforms. This approach complies with both HIPAA's marketing restrictions and platform-level policies.
Ready to Work with a HIPAA-Compliant Marketing Partner?
Book a strategy session. We'll discuss your compliance requirements and show you exactly how we protect patient privacy while growing your practice's digital presence.