The Cost of Non-Compliance
HIPAA violations can result in fines of $100 to $50,000 per violation, up to $1.5 million annually. Beyond fines, practices face mandatory breach notifications, OCR investigations, and reputational damage that can force practices to close entirely.
Why HIPAA Compliance Matters for Note Taking Apps
Healthcare providers increasingly rely on digital tools for clinical documentation. Whether you're documenting patient encounters, writing progress notes, or collaborating with care teams, any app that stores Protected Health Information (PHI) must meet strict HIPAA requirements.
The challenge? Many popular note taking apps like Evernote, Apple Notes, and Google Keep are not HIPAA compliant. Using them for patient information puts your practice at risk of violations, fines, and breach notifications.
This guide compares the best HIPAA-compliant alternatives, explains what makes an app compliant, and helps you choose the right solution for your practice.
What Makes a Note Taking App HIPAA Compliant?
A HIPAA-compliant note taking app must implement specific technical, administrative, and physical safeguards to protect electronic Protected Health Information (ePHI). Here are the essential requirements:
Encryption
- AES-256 encryption for data at rest
- TLS 1.2 or higher for data in transit
- End-to-end encryption for sensitive notes
- Encrypted backup systems
Access Controls
- Multi-factor authentication (MFA)
- Role-based access permissions
- Unique user identification
- Automatic session timeouts
Audit & Logging
- Complete access audit trails
- Modification tracking with timestamps
- User activity logging
- Log retention for 6+ years
Administrative
- Signed Business Associate Agreement
- Employee training programs
- Incident response procedures
- Data breach notification policies
📜 What is a Business Associate Agreement (BAA)?
A Business Associate Agreement (BAA) is a legally binding contract between your healthcare practice and any third-party vendor that handles PHI on your behalf. This includes note taking apps, EHR systems, and cloud storage providers.
Why a BAA is Critical:
- •Without a BAA: You remain personally liable for any data breaches on the vendor's system
- •With a BAA: Legal responsibility transfers to the company, making them accountable for HIPAA compliance
Important: If a vendor refuses to sign a BAA, do not use their service for any patient data. This is a major red flag indicating they cannot guarantee HIPAA compliance.
Top HIPAA Compliant Note Taking Apps Compared
| App | Type | BAA | Encryption | Price | Rating |
|---|---|---|---|---|---|
| PatientNotes | AI Medical Scribe | Yes | AES-256 + TLS 1.3 | $50/month | ⭐⭐⭐⭐⭐ |
| Microsoft OneNote | General Notes | Yes (365 Business) | AES-256 + TLS 1.2 | $12.50/user/mo | ⭐⭐⭐⭐ |
| Notion | Workspace Platform | Enterprise Only (100+ users) | AES-256 + TLS 1.2 | $25/user/mo (Enterprise) | ⭐⭐⭐ |
| TherapyNotes | Practice Management | Yes | AES-256 + TLS 1.2 | $49-$59/month | ⭐⭐⭐⭐ |
| Simple Practice | Practice Management | Yes | AES-256 + TLS 1.2 | $29-$99/month | ⭐⭐⭐⭐ |
Detailed App Reviews
1. PatientNotes
Best for PhysiciansPatientNotes is purpose-built for healthcare documentation with AI-powered note generation. Unlike general note taking apps, it understands medical terminology and automatically structures notes into SOAP, H&P, and other clinical formats.
Key Features:
- • AI-generated clinical documentation
- • SOAP, H&P, and custom templates
- • Voice recording with transcription
- • EHR integration capabilities
- • Multi-specialty support
Compliance:
- ✅ Signed BAA for all users
- ✅ AES-256 encryption + TLS 1.3
- ✅ SOC 2 Type II certified
- ✅ No data used for AI training
- ✅ Audio deleted after processing
2. Microsoft OneNote (365 Business)
OneNote can be HIPAA compliant when used with a Microsoft 365 Business plan that includes a signed BAA. It's best for teams that need general note taking with collaboration features.
Pros:
- ✅ Familiar Microsoft interface
- ✅ Multi-device sync
- ✅ Team collaboration
- ✅ Office 365 integration
Cons:
- ❌ No medical-specific features
- ❌ Complex compliance setup
- ❌ Requires IT administration
- ❌ Per-user licensing costs add up
3. TherapyNotes
A comprehensive practice management platform designed specifically for mental health providers. TherapyNotes includes HIPAA-compliant note taking with templates tailored for therapy modalities.
Pros:
- ✅ Built for mental health
- ✅ Psychotherapy note templates
- ✅ Integrated telehealth
- ✅ Insurance billing included
Cons:
- ❌ Not suitable for medical practices
- ❌ Limited customization
- ❌ Steeper learning curve
- ❌ Higher price point
⛔ Apps That Are NOT HIPAA Compliant
Many popular note taking apps lack the security controls and legal agreements required for HIPAA compliance. Do not use these apps for any patient information:
| App | Why It's Not Compliant |
|---|---|
| Evernote | No BAA available, insufficient security controls |
| Apple Notes | No BAA for standard accounts, limited audit capabilities |
| Google Keep | No BAA available, not designed for PHI |
| Bear Notes | No BAA, consumer-focused security |
| Rocketbook | No HIPAA compliance enabled |
| Standard Notion | BAA only on Enterprise (100+ users) |
✅ HIPAA Note Taking App Evaluation Checklist
Use this checklist when evaluating any note taking app for your practice:
2025 HIPAA Security Rule Updates
The HHS Office for Civil Rights has proposed significant updates to the HIPAA Security Rule for 2025. When selecting a note taking app, ensure it can meet these upcoming requirements:
🕐 24-Hour Breach Notification
Organizations must notify HHS within 24 hours of discovering a breach (down from 60 days). Your note taking app vendor must have rapid incident response capabilities.
🔐 Mandatory MFA
Multi-factor authentication will be required for all systems accessing ePHI. Apps without MFA support will no longer be compliant.
🔒 Enhanced Encryption
Encryption at rest and in transit becomes explicitly required (previously "addressable"). All compliant apps must implement encryption by default.
📊 Annual Security Audits
Annual compliance audits and technology asset inventories will be required. Choose vendors with SOC 2 certification and regular security assessments.
Frequently Asked Questions
What makes a note taking app HIPAA compliant?
A HIPAA compliant note taking app must offer: end-to-end encryption (AES-256 at rest, TLS 1.2+ in transit), a signed Business Associate Agreement (BAA), role-based access controls, multi-factor authentication, audit trails logging all access, automatic session timeouts, and secure data deletion policies.
Is Evernote HIPAA compliant?
No, Evernote is not HIPAA compliant. While it has some security features, Evernote does not offer a Business Associate Agreement (BAA) and lacks the necessary controls for handling Protected Health Information (PHI). Healthcare providers should not use Evernote for patient notes.
Do I need a BAA for my note taking app?
Yes, if your note taking app stores any Protected Health Information (PHI), you must have a signed Business Associate Agreement. Without a BAA, you remain personally liable for any data breaches that occur on the vendor's system. The BAA transfers legal responsibility to the company providing the service.
Is Apple Notes HIPAA compliant?
Apple Notes is not HIPAA compliant by default. While Apple offers a Business Associate Agreement for certain enterprise services, the standard Apple Notes app lacks the audit controls, access logging, and administrative features required for HIPAA compliance in healthcare settings.
What happens if I use a non-HIPAA compliant app?
Using non-compliant apps for patient data can result in HIPAA violations with fines ranging from $100 to $50,000 per violation (up to $1.5 million annually). You may also face mandatory breach notifications, OCR investigations, required corrective action plans, and reputational damage that can devastate your practice.
Ready for HIPAA-Compliant Documentation?
PatientNotes combines AI-powered clinical documentation with healthcare-grade security. Save 2+ hours daily while maintaining full HIPAA compliance.
$50/month after trial. No credit card required. BAA included.