Spoken Notes is an AI-powered clinical documentation solution that captures provider-patient conversations, generates accurate medical notes, and integrates seamlessly with electronic health record (EHR) systems. Protecting sensitive health data is central to Spoken Notes’ mission, which is why the platform is built in alignment with SOC 2 Trust Services Criteria and healthcare compliance standards (including HIPAA).
SOC 2 Trust Services Criteria Alignment
🔒 Security
Access Controls: Role-based access and multi-factor authentication (MFA) ensure only authorized users can access patient data.
Encryption: Data is encrypted both in transit (TLS 1.2+) and at rest (AES-256).
Threat Monitoring: Continuous monitoring tools detect and mitigate unauthorized access attempts.
Secure Development Lifecycle (SDLC): Regular code reviews, vulnerability scanning, and penetration testing reduce risks.
🌐 Availability
Uptime Commitment: Hosted on HIPAA-compliant cloud infrastructure with 99.9% SLA uptime.
Disaster Recovery: Redundant servers and automated backups ensure continuity during outages.
Scalability: Elastic infrastructure supports clinics from small practices to enterprise health systems.
✔ Processing Integrity
Accuracy: AI algorithms undergo rigorous validation to ensure accurate transcription and coding.
Audit Trails: All documentation events are timestamped and logged for accountability.
Error Handling: Automated alerts flag anomalies, with human oversight for quality assurance.
🤝 Confidentiality
Data Segmentation: Each customer’s data is logically separated in the database.
Confidentiality Agreements: All employees and contractors sign strict NDAs.
Least-Privilege Policy: Staff access is limited to only what’s required for their role.
🔐 Privacy
HIPAA Alignment: Protected Health Information (PHI) is handled in compliance with HIPAA Privacy and Security Rules.
Patient Rights: Patients may request access, correction, or deletion of records where legally applicable.
Third-Party Assurance: Vendors and integrations undergo security and privacy risk assessments.
SOC 2 Report Types
Type I: Confirms Spoken Notes’ security and compliance controls are suitably designed.
Type II: Evaluates the operational effectiveness of these controls over a defined audit period (6–12 months).
Spoken Notes is pursuing SOC 2 Type II certification, providing independent validation that security and compliance practices are consistently followed.
Integration with HIPAA Compliance
SOC 2 and HIPAA together ensure both technical trust and legal compliance:
SOC 2 = Industry standard for security and operational controls.
HIPAA = Federal law governing healthcare data privacy and security.
Together, they give healthcare providers and patients confidence that Spoken Notes safeguards sensitive health information.
Commitment to Continuous Compliance
Spoken Notes maintains a continuous monitoring program including:
Quarterly internal audits.
Annual external penetration tests.
Employee training on HIPAA, SOC 2, and cybersecurity best practices.
Incident response drills to ensure readiness.
✅ Summary Statement:
Spoken Notes is designed with SOC 2 and HIPAA compliance at its core, ensuring that healthcare organizations can adopt AI-powered documentation with confidence. By safeguarding Protected Health Information (PHI) through robust controls, encryption, and continuous monitoring, Spoken Notes delivers both operational efficiency and peace of mind.