For therapists, coaches, and health professionals, privacy isn’t just a priority — it’s a professional obligation. When it comes to scheduling software, that means more than just convenience and ease of use. It means ensuring that client information is handled in a way that’s secure, confidential, and compliant with regulations like HIPAA. Read more about HIPAA compliance here.
Yet many practitioners unknowingly use tools that weren’t designed with this in mind.
In this article, we’ll explore why HIPAA compliance matters when choosing a scheduling tool, what to look for, and which platforms offer the peace of mind therapists and mental health providers need.
Why HIPAA Compliance in Scheduling Software Matters
HIPAA (the Health Insurance Portability and Accountability Act) sets the standard for protecting sensitive patient data in the U.S. If you collect or store any protected health information (PHI) — such as names, appointment times, or reasons for a visit — you’re responsible for safeguarding it.
Here’s why your scheduler needs to be compliant:
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Even appointment data is considered PHI when tied to a patient’s identity.
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Manual scheduling via email or non-secure tools leaves you vulnerable to breaches.
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Non-compliance puts you at risk of regulatory penalties, legal action, or damage to your professional reputation.
What many practitioners don’t realize is that not all scheduling software is HIPAA-compliant by default — even if it seems professional on the surface.
What Makes a Scheduling Tool HIPAA-Compliant?
A HIPAA-compliant scheduler should include:
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Data encryption during transmission and storage
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Access controls (e.g., user logins, authentication protocols)
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Audit logs to track who accessed data and when
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Secure storage of client information
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A signed Business Associate Agreement (BAA) — this is crucial
Even if a software platform is secure, it’s not HIPAA-compliant unless they offer a BAA. Without it, you're the one liable for any violations.
2 Therapist-Friendly Scheduling Tools That Deliver
If you're a solo practitioner, small practice, or even a health coach who wants to operate at a higher standard of privacy, here are two scheduling platforms that support HIPAA compliance — and are also beginner-friendly.
1. SimplyBook.me
Why it’s a smart choice:
SimplyBook.me is a robust scheduling platform that offers a wide range of features — including the option for HIPAA compliance on paid plans. It’s well-suited for health professionals who need more than basic scheduling, but don’t want to deal with complex software.
Standout benefits for therapists:
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Optional HIPAA compliance add-on (includes secure hosting and a signed BAA)
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Intake forms with encryption
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Customizable booking site (no-code setup)
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Integrates with payment processors and calendars
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Great for both solo practices and group setups
This is a great middle-ground platform for therapists who want a professional front-end with security built in. Read more about it here.
2. Simply Schedule Appointments (SSA)
Why it’s a smart choice:
For WordPress users, SSA offers a privacy-conscious, user-friendly plugin with a HIPAA-capable option .
HIPAA Compliance on WordPress Sites
HIPAA compliance for WordPress websites depends largely on two key factors: your hosting provider and how your site is configured. Because of this, Simply Schedule Appointments (SSA) is considered HIPAA-capable, rather than fully HIPAA-compliant out of the box.
To meet HIPAA standards, your hosting provider must support secure database encryption, maintain access logs, offer encrypted email communications, and help you configure these safeguards properly. Since these requirements fall outside the control of plugin developers, compliance isn’t something SSA can guarantee on its own.
Why Simply Schedule Appointments Is HIPAA-Capable
Simply Schedule Appointments is a self-hosted plugin, which means all customer data is stored directly on your own WordPress site — never on SSA’s external servers. This setup gives you full control over your data and how it’s handled.
SSA can support HIPAA compliance if your hosting environment is properly secured and you’re mindful of how you connect to third-party services. With the right setup, SSA becomes a strong option for privacy-conscious professionals like therapists, health coaches, and clinicians who need to manage appointments safely and efficiently.
SSA is ideal if you’re looking for a lightweight, secure way to take bookings directly through your website.
What About Bigger Platforms?
Platforms like SimplePractice and TheraNest are fully HIPAA-compliant and offer robust practice management tools beyond scheduling. However, they come with a steeper learning curve and monthly cost. For newer practitioners or those looking for a lighter solution, SimplyBook.me or SSA can be more accessible entry points — especially when scheduling is your main need.
Final Thoughts: Secure Scheduling Is the Standard
If you're in a compliance-sensitive field, using a general-purpose scheduler isn't just risky — it could be a legal misstep. But choosing a HIPAA-compliant tool doesn’t mean sacrificing flexibility, branding, or ease of use.
SimplyBook.me and Simply Schedule Appointments offer therapist-approved features with the right layers of security, making them strong choices for anyone serious about safeguarding client trust and privacy.
Not sure which tool is right for your practice?
Explore HIPAA-compliant scheduling tools built for solo and small-group practitioners like .
Simply Schedule Appointments
SimplyBook.me