HIPAA Compliance Documentation

HIPAADesk - HIPAA Compliance Implementation

Last Updated: March 2026

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Executive Summary

HIPAADesk is a HIPAA-compliant helpdesk solution designed for healthcare organizations. This document outlines the security controls and compliance measures implemented in the system.

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Security Controls Implemented

1. Encryption

Data TypeAt RestIn TransitNotes
Ticket Titles✅ AES-256-GCMTLS 1.2+Encrypted via BACKUP_ENCRYPTION_KEY
Ticket Descriptions✅ AES-256-GCMTLS 1.2+Encrypted via BACKUP_ENCRYPTION_KEY
Comments✅ AES-256-GCMTLS 1.2+Encrypted via BACKUP_ENCRYPTION_KEY
User Passwords✅ bcrypt hashingTLS 1.2+10-round salt
DatabaseSQLiteN/AField-level encryption

2. Access Controls

- Role-Based Access Control (RBAC)

  • Super Admin: Full system access
  • Admin: Organization management
  • Manager: Team oversight
  • Technician: Ticket handling
  • User: Submit/view own tickets

    • - Session Management

  • Session timeout: 20 minutes
  • Auto-logout on inactivity
  • Secure session tokens (JWT)

    • 3. Audit Logging

    All significant actions are logged:

  • User authentication (login/logout)
  • Ticket creation, updates, deletions
  • Category/priority changes
  • User management actions
  • Settings changes

    • 4. Network Security

    - HTTPS/TLS: All traffic encrypted via Let's Encrypt SSL

    - Firewall: Only ports 80, 443, and SSH (22) open

    - VPS Hosting: Contabo (Germany)

    5. Third-Party Compliance

    ServiceCompliance
    Microsoft 365HIPAA BAA signed ✅
    Stripe PaymentsPCI-DSS compliant
    Cloudflare DNSDNSSEC enabled

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    Technical Architecture

    Database

    - Type: SQLite

    - Location: /home/deploy/Helpdesk/helpdesk.db

    - Encryption: Field-level AES-256-GCM

    Encryption Key Management

  • BACKUP_ENCRYPTION_KEY stored in server environment variables
  • Keys are unique per deployment
  • Key rotation recommended annually

    • Backup Strategy

  • Automated backups to external encrypted storage
  • Backup files encrypted with AES-256-GCM
  • Backup retention policy: Configurable

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    Vulnerability Assessment

    Internal Scanning

  • Recommended: Run vulnerability scanners monthly
  • Tools: Nessus, OpenVAS, Qualys

    • External Scanning

  • Recommended: Quarterly penetration testing
  • External vendor assessment recommended

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    Known Limitations

    1. Hosting: Contabo does not provide BAA

  • Mitigation: Field-level encryption protects data at rest

    • 2. Full Disk Encryption: Not available on VPS

  • Mitigation: Application-level encryption for sensitive fields

    • 3. Database Search: Encrypted fields cannot be searched

  • Mitigation: Metadata (category, priority, status) left unencrypted for searchability

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    Compliance Checklist

    RequirementImplementedNotes
    Access Controls✅RBAC implemented
    Audit Controls✅Full logging
    Integrity Controls✅Hash verification
    Transmission Security✅TLS 1.2+
    Encryption✅AES-256-GCM
    Authentication✅JWT + bcrypt
    Session Management✅20-min timeout
    Password Policy✅Min 8 chars

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    Contact

    For security concerns: support@hipaadesk.app

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    *This document is provided for informational purposes and does not constitute legal advice.*