HIPAA Compliant Zoom Invite Users

Overview

Some users require the use of the HIPAA (PHI) Compliant Zoom system here at Syracuse University. This system is separate from the normal Syracuse University Zoom system and has a number of system restrictions in order to be HIPAA compliant. Since Zoom requires a different email address for this system, we have modified our process to allow users to use the Single Sign-On (SSO) login for both systems while maintaining a different email address. This different email address will still allow users to receive email through their normal SU email account.

This document also outlines that process and how group owners can request users to be added into the system.

Important:

• Users are not auto-provisioned, they must be invited into the system
• Only group owners may contact the Zoom administrators to request users to be added into the system
• All users must be assigned at least one group to ensure they have the correct settings
• Users will no longer use their 'g.syr.edu' Google account

Process

This new process is assigning users with an email address of '<netid>+shz@syr.edu'. For example: 'bdchabot+shz@syr.edu'. This will be the email address used within the HIPAA Zoom system.

Request New Users into the HIPAA system

To have users added into the HIPAA Zoom system, the Zoom group owners can send an email to aascsys@syr.edu with a list of the Netids they would like invited and state the group name the users will be added to.

Zoom Administrators Email Users

The Zoom Administrators will email each user requested and the group owners who made the request stating they will be invited to the HIPAA Zoom system and steps to complete the process.

User Email

The ITS AASC-AAP team will be inviting you into the HIPAA (PHI) Compliant Zoom system here at Syracuse University. This account will be different from the Syracuse University Zoom account and used only for HIPAA sessions.

Your new HIPAA Zoom account will be created and put into a pending status. You will receive a confirmation email which contains instructions to follow in order to complete the account setup. You will have 30 days to complete the account, or the HIPAA Zoom account will be removed from the system.

You'll receive an email from Zoom and this email will reference the '<netid>+shz@syr.edu' address. For example:

You will need to click on the link to complete the process. Then you will be asked to activate, and use Sign In with SSO:

Use your Syracuse University NetID and password:

Once you log in, you can click on the profile icon and view your profile. You will see your Preferred Name and your email address will be '<netid>+shz@syr.edu'. This is an indicator that you are in the HIPAA Zoom system.

At this time, your account has been fully set up. Since all users are using SSO, the Zoom system does not have a password for the account and might send a second email 2 days after the initial invite. Please disregard this email and no action is needed.

If you have any questions about the process, please contact the ITS Help Desk.