Introduction

Virginia Tech's main Zoom account (Virginia Tech Zoom at virginiatech.zoom.us) is for meetings and classes. It does not comply with HIPAA Privacy Rule regarding protected health information (PHI). For health-related meetings, Virginia Tech created the Virginia Tech HIPAA Zoom (VT HIPAA Zoom) sub-account. Our providers can use VT HIPAA Zoom to provide services online via video conference, while also protecting client privacy and protecting the university legally.

Key differences between Virginia Tech Zoom (VT Zoom) and VT HIPAA Zoom are:

• To keep keep PHI safe, VT HIPAA Zoom lacks certain features, such as cloud recording and delegating scheduling rights.
• Only those with VT HIPAA Zoom accounts can log in to VT HIPAA Zoom at virginiatech-hipaa.zoom.us. 
• A VT affiliate can only have a license in VT Zoom OR VT HIPAA Zoom, but not both. Once someone is added to VT HIPAA Zoom, they can no longer use regular VT Zoom.
• Only affiliates who provide Virginia Tech sponsored counseling services can use VT HIPAA Zoom. To add someone to VT HIPAA Zoom, an approved department must submit a request. 

Contents

• Approved departments
• Requesting a VT HIPAA Zoom account
• Logging in to VT HIPAA Zoom
• Switching Back to VT Zoom

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Instructions

Approved departments

• Cook's Counseling Center
• Counselor Education Program
• Family and Therapy Center of VT
• Fralin Biomedical Research Institute
• Hokie Wellness
• Marriage and Family Therapy Program
• Psychological Services Center
• Public Health Program
• Women's Health Center

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Requesting a VT HIPAA Zoom account

Department administrators and supervisors in the approved departments request VT HIPAA Zoom accounts for those in their groups. 

1. Go to Zoom - HIPAA Account Request and log in.
2. Click Request this service. 
3. Enter the person who needs HIPAA Zoom's information and their department. 
   
   • If the department is not approved for HIPAA accounts, check the button for Request other department. 
4. A VT Zoom admin will notify the you via the request item if they have questions about supervisor approval, then add the person to HIPAA Zoom. 
5. The new VT HIPAA Zoom users will log in to VT HIPAA Zoom at virginiatech-hipaa.zoom.us. 

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Logging in to VT HIPAA Zoom

Log in to VT HIPAA Zoom from the: 

• Zoom Portal - in a web browser, go to VT HIPAA Zoom at virginiatech-hipaa.zoom.us. Log in with your PID and password. 
• Zoom Client - On the Sign In screen, click Sign In with SSO. Make sure the URL is virginiatech-hipaa.zoom.us and click Continue. 
  
  
  
  
• Zoom App - Tap Sign In. Tap SSO. Under Enter your company domain, make sure the URL is virginiatech-hipaa.zoom.us and click Go. 

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Switching Back to VT Zoom

• Only a VT Zoom admin can switch account back to regular VT Zoom. 
• Anyone can request to be switched back to VT Zoom.

To go back to regular VT Zoom: 

1. Submit a 4Help Incident. Go to the 4Help Portal, log in, and click Get Help. 
2. In the text box write that you'd like to be removed from VT HIPAA Zoom and added to VT Zoom. 
3. A VT Zoom admin will reply when the change has been made.
4. Log in to VT Zoom at virginiatech.zoom.us. 
5. In your browser, the Zoom client, and any Zoom apps, change the login URL from virginiatech-hipaa.zoom.us to virginiatech.zoom.us. 

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