Compliance
HIPAA Compliant
Document Management
Medical records handled with the access controls, matter scoping, and audit trail that protected health information requires — not bolted on afterwards.
Start Your Free DemoProtected health information does not stay in one place
A firm receives a set of medical records. They are opened, forwarded to a colleague, saved locally so someone can work offline, and attached to an email to a client. Within a day, the same protected information exists in five places, none of which have access controls or a record of who read them.
The fix is structural rather than procedural: give the records one home with real permissions, and make working inside that home easier than working around it.
How access is controlled
Matter-scoped permissions
Firm membership does not grant document access. A user must be on the matter team to open documents attached to it.
Role-based separation
Administrators manage users and firm settings, staff work matters, and clients receive read-only visibility of shared items only.
Explicit client sharing
Nothing reaches the client portal until it is explicitly marked as shared, so exposure is a deliberate act.
Action-level audit trail
Classification, assignment, review, and approval are each recorded against the document and tied to a user.
Server-side enforcement
Permissions are enforced where the data lives, not in the interface, so hiding a button is never the security boundary.
Ownership checks on files
Stored documents are validated against the requesting user's access to the matter before they are served.
Questions firms ask
- Why does a law firm need HIPAA-aware document handling?
- Any firm handling personal injury, workers' compensation, or medical malpractice work receives protected health information routinely. Once those records are in your systems, how they are stored, who can open them, and whether access is logged all matter.
- How is access to medical records controlled?
- Access is role-based and matter-scoped. Being a member of the firm is not sufficient — a user must be on the matter team to open its documents. Clients see only records explicitly shared with them, in a read-only portal.
- Is document access logged?
- Document actions are recorded against the document, so classification, assignment, review, and approval each leave a trace tied to a user rather than to a shared mailbox.
- What about documents stored outside the system?
- That is the practical risk in most firms: records copied into personal folders or left in email. Routing documents through a single system with real permissions is what makes the exposure controllable in the first place.