Your Security Architecture: Built In, Not Bolted On

For CFOs and CISOs: Managing Your Liability

Healthcare data breaches cost $10.9M on average. Your organization bears that liability.

Many AI vendors handle security as an afterthought—they build the feature, then add encryption and compliance later. That’s backwards. OrbDoc was built from day one with healthcare security as a core requirement, not a feature you bolt on.

OrbDoc manages encryption keys and audit logs. Your security team maintains oversight and audit rights. OrbDoc handles infrastructure security; you maintain control.

Here’s what that means:

• HIPAA compliant with comprehensive BAA - Legal and technical safeguards built in
• No reported breaches in 5+ years of operation - Security-first infrastructure design
• Defense-in-depth security - Multiple overlapping protections, not single points of failure
• Encrypted everywhere - Data in transit, at rest, and in use
• Comprehensive audit logs - Full visibility into all data access and modifications

Your security team can focus on your organization’s risk profile. OrbDoc handles the vendor risk.

Security Deep-Dive (For IT and Compliance Teams)

For CISOs, security architects, and compliance officers: Complete technical documentation of encryption protocols, access control architecture, audit trail systems, and compliance certifications is available below. This section focuses on assurance and oversight first.

Why This Matters: Ambient Documentation is High-Risk Data Processing

Unlike traditional EHR interactions where clinicians manually enter discrete data, OrbDoc continuously captures, transcribes, and analyzes entire patient-provider conversations. This is raw PHI in its most sensitive form:

• Complete unstructured conversations (not summary data)
• Intimate personal details and social context
• Clinical decision-making rationale
• Sensitive diagnoses and treatment plans

A breach doesn’t expose discrete data fields. It exposes complete clinical narratives revealing the full context of a patient’s health journey. Your CISO needs to evaluate OrbDoc’s security with the same rigor as your core EHR.

HIPAA Compliance

Technical Safeguards Implemented

OrbDoc implements comprehensive technical safeguards that meet or exceed HIPAA Security Rule requirements across all five standard categories:

Access Control (§164.312(a)(1)):

• Unique user identification for all system users with individual credentials tied to organizational identity providers
• Emergency access procedures that maintain audit trails while ensuring clinical continuity during system outages
• Automatic logoff after 15 minutes of inactivity on clinical workstations, configurable by organization policy
• Encryption and decryption mechanisms using FIPS 140-2 validated cryptographic modules

Audit Controls (§164.312(b)):

• Comprehensive logging of all PHI access, modification, and transmission events
• Tamper-evident audit logs stored in immutable storage with cryptographic integrity verification
• Real-time monitoring and alerting for suspicious access patterns
• Audit log retention for seven years, exceeding the six-year HIPAA requirement
• Quarterly audit log reviews by our security team with annual comprehensive analysis

Integrity (§164.312(c)(1)):

• Cryptographic checksums for all stored PHI to detect unauthorized alteration
• Version control and change tracking for all clinical documentation
• Digital signatures for finalized clinical notes providing non-repudiation
• Real-time integrity monitoring with automated alerts for detected corruption

Person or Entity Authentication (§164.312(d)):

• Multi-factor authentication required for all user access
• Integration with enterprise SSO systems (SAML 2.0, OAuth 2.0, OpenID Connect)
• Certificate-based authentication for system-to-system integration
• Biometric authentication support for mobile clinical workflows

Transmission Security (§164.312(e)(1)):

• TLS 1.3 encryption for all data in transit with perfect forward secrecy
• VPN and private connectivity options for Epic integration and data exchange
• Secure file transfer protocols (SFTP, HTTPS) for batch data exchange
• Network segmentation isolating PHI processing from other system components

Administrative Safeguards

Our administrative safeguards establish the governance framework for ongoing HIPAA compliance:

Security Management Process (§164.308(a)(1)):

• Formal risk analysis conducted annually with continuous risk monitoring
• Written security policies and procedures updated based on threat landscape evolution
• Sanction policy for workforce members who violate security policies
• Information system activity review through quarterly security metrics reporting to leadership

Assigned Security Responsibility (§164.308(a)(2)):

• Designated Security Officer with direct executive reporting line
• Security team with defined roles covering technical security, compliance, and incident response
• Clear escalation procedures for security incidents affecting customer data

Workforce Security (§164.308(a)(3)):

• Background checks for all employees with PHI access
• Signed confidentiality agreements from all workforce members
• Termination procedures ensuring immediate access revocation
• Role-based access provisioning tied to job function

Information Access Management (§164.308(a)(4)):

• Formal access authorization process requiring manager approval
• Periodic access reviews quarterly to verify appropriate access levels
• Access modification procedures triggered by role changes
• Access termination within one hour of separation

Security Awareness and Training (§164.308(a)(5)):

• Security and privacy training for all workforce members upon hire and annually
• Specialized training for developers, operations staff, and support teams
• Phishing simulation exercises conducted quarterly
• HIPAA compliance training with testing and certification

Security Incident Procedures (§164.308(a)(6)):

• 24/7 security incident response capability
• Defined incident response procedures with customer notification protocols
• Incident tracking and post-incident analysis to prevent recurrence
• Annual tabletop exercises testing incident response procedures

Contingency Plan (§164.308(a)(7)):

• Data backup and disaster recovery procedures with RPO of 1 hour and RTO of 4 hours
• Disaster recovery plan tested semi-annually
• Emergency mode operation procedures maintaining PHI availability during disruptions
• Business continuity plan covering extended outages

Physical Safeguards

While OrbDoc operates as a cloud-native service, we implement rigorous physical safeguards through our infrastructure partners and company operations:

Facility Access Controls (§164.310(a)(1)):

• HIPAA-compliant data centers with 24/7 physical security
• Biometric access controls and video surveillance
• Visitor logs and escort requirements for non-authorized personnel
• Facility access limited to authorized data center personnel only

Workstation Use and Security (§164.310(b)(c)):

• Company-issued devices with full-disk encryption and mobile device management
• Prohibited use of personal devices for PHI access
• Screen privacy filters and automatic screen locking
• Clean desk policies for any printed PHI

Device and Media Controls (§164.310(d)(1)):

• Hardware disposal procedures requiring cryptographic erasure or physical destruction
• Media reuse procedures preventing PHI recovery
• Accountability procedures tracking hardware assignment
• Data backup and storage procedures with encryption

Business Associate Agreements

OrbDoc executes comprehensive Business Associate Agreements (BAAs) with all covered entity customers as required by HIPAA. Our BAA:

• Establishes permitted uses and disclosures of PHI consistent with customer privacy policies
• Requires OrbDoc to implement appropriate safeguards to prevent impermissible uses or disclosures
• Requires OrbDoc to report security incidents and breaches to customers
• Ensures OrbDoc obtains satisfactory assurances from subcontractors through downstream BAAs
• Makes PHI available to customers and individuals for access and amendment requests
• Requires OrbDoc to make internal practices and records available for HHS compliance reviews
• Establishes data return or destruction obligations upon contract termination

We maintain executed BAAs with all subcontractors who may access PHI, including our cloud infrastructure provider, speech recognition service, and AI model provider. Our vendor management program includes annual review of subcontractor security controls.

Breach Notification Procedures

In the unlikely event of a breach affecting PHI, OrbDoc follows rigorous notification procedures:

Detection and Assessment (0-24 hours):

• Security monitoring tools provide real-time alerting for potential breaches
• Security team investigates to determine if breach criteria are met
• Risk assessment evaluates probability PHI was acquired, accessed, used, or disclosed

Customer Notification (24-48 hours):

• Notification to affected covered entity customers without unreasonable delay
• Detailed incident report including date of breach, description of PHI involved, steps individuals should take, and OrbDoc’s remediation actions

Individual Notification (60 days maximum):

• OrbDoc assists customers in individual notification when required
• Notification includes same elements as customer notification in plain language

Media and HHS Notification:

• Breaches affecting 500+ individuals require media notification and immediate HHS reporting
• Smaller breaches reported to HHS annually

Post-Breach Activities:

• Root cause analysis to prevent similar incidents
• Implementation of corrective actions
• Updates to security controls and procedures as needed

Patient Rights

OrbDoc supports covered entity customers in fulfilling all HIPAA-required patient rights:

Right of Access (§164.524):

• API endpoints enabling customers to retrieve patient’s PHI within 30 days
• Support for data export in human-readable and machine-readable formats
• No charges for standard electronic access

Right to Amend (§164.526):

• Functionality for authorized users to append amendments to clinical documentation
• Audit trail of original content and amendments
• Amendment flags visible to downstream users

Accounting of Disclosures (§164.528):

• Comprehensive disclosure logs for all PHI access and transmission
• API providing disclosure history for patient access requests
• Six-year retention of disclosure records

Data Protection Architecture

End-to-End Encryption

OrbDoc implements end-to-end encryption for patient-provider conversations from the moment audio is captured until it’s securely deleted:

Audio Capture Encryption:

• Audio encrypted on mobile device using AES-256-GCM before leaving device memory
• Encryption keys generated using hardware-backed keystores on iOS and Android
• Encrypted audio transmitted over TLS 1.3 to OrbDoc processing infrastructure
• Audio never stored unencrypted at any point in the processing pipeline

Processing Pipeline Encryption:

• Encrypted audio streams processed in isolated processing environments
• Decryption occurs only in memory within secure enclaves
• Intermediate processing artifacts (transcripts, extracted data) encrypted immediately upon generation
• Processing nodes communicate over mutually authenticated TLS connections

Storage Encryption:

• All PHI encrypted at rest using AES-256 encryption
• Unique data encryption keys per customer with key rotation every 90 days
• Encrypted backups with separate encryption keys from production data

Data at Rest Encryption

Our data at rest encryption implements multiple layers of protection:

Database Encryption:

• Transparent Data Encryption (TDE) for all database instances storing PHI
• Column-level encryption for particularly sensitive fields (SSN, financial information)
• Encrypted database backups with separate encryption key hierarchy

Object Storage Encryption:

• Server-side encryption for all objects (audio files, documents, images)
• Customer-managed encryption keys (CMEK) option for enterprise customers requiring key control
• Versioning with encryption applied to all object versions

File System Encryption:

• Full-disk encryption for all servers processing or storing PHI
• Encrypted temporary file systems with automatic secure deletion
• Swap and memory encryption where technically feasible

Key Management:

• Hardware Security Modules (HSMs) for master key protection
• Multi-party key ceremonies requiring multiple authorized individuals
• Key usage logging with alerting for anomalous key access patterns

Data in Transit Encryption

Every network communication involving PHI uses strong encryption:

External Communications:

• TLS 1.3 for all client-to-server communication with deprecated protocol blocking
• Perfect forward secrecy ensuring past session security even if keys are compromised
• Certificate pinning for mobile applications preventing man-in-the-middle attacks
• HSTS headers enforcing HTTPS connections

Internal Communications:

• Mutual TLS (mTLS) for all service-to-service communication
• Private network connectivity for Epic integration avoiding public internet
• VPN connections for administrative access
• Encrypted replication channels for database synchronization

Epic Integration:

• HL7 over secure transport (MLLP over TLS)
• FHIR API access over HTTPS with OAuth 2.0 authentication
• Direct VPN or private connectivity options for on-premise Epic installations
• Message-level encryption for sensitive payloads beyond transport encryption

Key Management

Our cryptographic key management follows NIST SP 800-57 guidelines:

Key Hierarchy:

• Master keys stored in FIPS 140-2 Level 3 certified HSMs
• Data encryption keys (DEKs) encrypted by key encryption keys (KEKs)
• DEKs rotated every 90 days with automatic re-encryption
• KEKs rotated annually with HSM-based key ceremonies

Key Access Control:

• Keys accessible only to authorized encryption services
• No human access to production encryption keys
• Separation of duties requiring multiple approvals for key operations
• Detailed audit logging of all key access and usage

Key Lifecycle:

• Secure key generation using HSM-based random number generators
• Automated key distribution to authorized services
• Key rotation with backward compatibility for encrypted data access
• Secure key destruction following NIST guidelines after retention period

Backup and Recovery:

• Encrypted key backups stored in geographically separate HSMs
• Key recovery procedures requiring multiple authorized individuals
• Regular testing of key recovery procedures
• Documented key escrow for customer-managed keys

Data Retention Policies

OrbDoc implements configurable data retention aligned with healthcare record retention requirements:

Default Retention:

• Clinical documentation retained for 10 years from date of service (exceeding most state requirements)
• Audio recordings retained for 30 days then automatically deleted
• Audit logs retained for 7 years
• Billing-related data retained for 10 years

Configurable Retention:

• Enterprise customers can configure extended retention periods
• State-specific retention schedules (e.g., 25 years for minors in some states)
• Legal hold capability suspending automated deletion
• Retention policies enforced at data level with cryptographic verification

Retention Enforcement:

• Automated retention workflows with human oversight
• Immutable retention flags preventing premature deletion
• Compliance dashboards showing retention status
• Alerts for data approaching retention expiration

Data Deletion Procedures

When retention periods expire or customers request deletion, we implement secure deletion:

Standard Deletion:

• Cryptographic deletion by destroying encryption keys rendering data unrecoverable
• Physical deletion of data from primary storage within 30 days
• Deletion from backups during next backup rotation cycle (maximum 90 days)
• Deletion certificates available upon request

Immediate Deletion:

• Available for sensitive scenarios requiring urgent deletion
• Physical deletion from all storage systems within 7 days
• Manual verification of deletion completion
• Attestation of deletion provided to customer

Media Sanitization:

• Decommissioned storage media cryptographically erased (NIST SP 800-88)
• Physical destruction of media storing particularly sensitive data
• Certificate of destruction from certified e-waste recycler
• Chain of custody documentation for disposed media

Access Controls

Role-Based Access Control (RBAC)

OrbDoc implements granular RBAC aligned with clinical workflows:

Standard Roles:

• Physician: Full access to own patients, read-only to colleagues’ patients when covering
• Advanced Practice Provider: Similar to physician with scope of practice restrictions
• Medical Assistant: Documentation preparation, no signature authority
• RN/LPN: Documentation review, patient education materials
• Administrative Staff: Scheduling, billing-related documentation, no clinical access
• Compliance Officer: Audit log access, no patient identifiable information
• IT Administrator: System configuration, no PHI access unless required for support

Custom Roles:

• Enterprise customers can define custom roles matching organizational structure
• Granular permissions at feature and data field level
• Role templates for common specialties and use cases
• Role inheritance allowing organizational role hierarchies

Dynamic Access:

• Break-glass access for emergency situations with automatic audit alerts
• Temporary access grants for covering physicians with automatic expiration
• Context-aware access based on patient assignment and encounter status

Multi-Factor Authentication (MFA)

MFA is required for all user access with multiple authentication options:

Supported MFA Methods:

• Authenticator apps (Google Authenticator, Microsoft Authenticator, Authy)
• SMS-based one-time passwords (OTP)
• Hardware security keys (YubiKey, Google Titan)
• Push notifications to registered mobile devices
• Biometric authentication on supported mobile platforms

MFA Policies:

• MFA required for initial authentication and re-authentication after timeout
• Step-up authentication for sensitive operations (data export, configuration changes)
• Remember device option for trusted devices (configurable by organization)
• MFA bypass not permitted even for administrators

MFA Recovery:

• Backup codes provided during MFA enrollment
• Help desk verification procedures for locked out users
• Self-service MFA reset with identity verification
• Audit trail of all MFA events

Single Sign-On (SSO) Integration

Enterprise customers can integrate OrbDoc with their identity providers:

Supported Protocols:

• SAML 2.0 (primary recommendation)
• OAuth 2.0 with OpenID Connect
• Active Directory Federation Services (ADFS)
• Azure AD, Okta, OneLogin, Ping Identity

SSO Features:

• Just-in-time (JIT) user provisioning based on SAML attributes
• Group-based role assignment from identity provider
• Automatic deprovisioning when removed from identity provider
• Session management tied to identity provider session lifetime

SSO Configuration:

• Metadata-based configuration for easy setup
• SAML attribute mapping for custom user fields
• Conditional access policy support (IP restrictions, device compliance)
• Multiple identity provider support for complex organizations

Session Management

Our session management balances security and clinical workflow usability:

Session Policies:

• 15-minute idle timeout for web sessions (configurable per organization)
• 8-hour maximum session lifetime requiring re-authentication
• Mobile app sessions persist but require biometric re-authentication
• Concurrent session limits preventing credential sharing

Session Security:

• Secure session tokens with cryptographic signing
• Session token rotation on privilege escalation
• Secure cookie attributes (HttpOnly, Secure, SameSite)
• Session invalidation on password change or role modification

Session Monitoring:

• Active session visibility for users showing all login locations
• Ability to remotely terminate suspicious sessions
• Alerts for concurrent logins from different geographic locations
• Session anomaly detection based on normal usage patterns

Audit Logging

Comprehensive audit logging provides accountability and security monitoring:

Logged Events:

• All PHI access (view, create, modify, delete)
• Authentication events (login, logout, failed attempts)
• Configuration changes (role modifications, integration settings)
• Data exports and bulk operations
• Administrative actions (user provisioning, access grants)

Log Contents:

• User identity and role
• Timestamp (UTC with millisecond precision)
• Action performed and result (success/failure)
• Patient and encounter identifiers
• Source IP address and geographic location
• User agent and device information

Log Protection:

• Append-only logging preventing modification
• Cryptographic integrity verification
• Separation of logging infrastructure from application systems
• Real-time log forwarding to customer SIEM systems

Log Retention and Access:

• 7-year retention exceeding HIPAA requirements
• Search and export capabilities for compliance officers
• Pre-built reports for common audit scenarios
• API access for integration with enterprise security tools

Network Security

Zero-Trust Architecture

OrbDoc implements zero-trust principles assuming no implicit trust:

Identity Verification:

• Every access request authenticated regardless of network location
• Continuous authentication using behavioral analytics
• Device health verification before granting access
• Least-privilege access granted for minimum duration necessary

Micro-Segmentation:

• Network segmentation isolating PHI processing systems
• Application-level segmentation limiting lateral movement
• Database access only from authorized application servers
• No direct database access from internet-facing systems

Encryption Everywhere:

• All network traffic encrypted in transit
• Service-to-service authentication using mutual TLS
• No cleartext protocols permitted in production environments

Firewall and Intrusion Detection

Multiple layers of network security protect against threats:

Perimeter Defense:

• Web Application Firewall (WAF) protecting public-facing services
• DDoS mitigation at network edge
• IP allowlisting available for enterprise customers
• Geographic blocking of non-healthcare relevant regions

Intrusion Detection and Prevention:

• Network intrusion detection systems (NIDS) monitoring traffic patterns
• Host-based intrusion detection (HIDS) on all servers
• Behavioral analysis detecting anomalous network activity
• Automated blocking of detected threats with SOC team review

Security Monitoring:

• 24/7 Security Operations Center (SOC) monitoring
• SIEM aggregation of security events
• Real-time alerting for critical security events
• Weekly security posture reporting to leadership

DDoS Protection

Distributed denial of service protection ensures availability:

Layer 3/4 Protection:

• Volumetric attack mitigation at network edge
• Protocol attack detection and blocking
• Automatic traffic rerouting during attacks
• 1 Tbps+ mitigation capacity

Layer 7 Protection:

• Application-layer DDoS detection using rate limiting
• Bot detection and challenge mechanisms
• Anomalous request pattern detection
• Origin cloaking preventing direct IP targeting

Availability Commitment:

• 99.9% uptime SLA including during DDoS attacks
• Incident response procedures for sustained attacks
• Communication protocols during service disruptions
• Post-incident analysis and hardening

Penetration Testing Schedule

Regular penetration testing validates security controls:

Annual External Penetration Testing:

• Third-party penetration testing firm engaged annually
• Black-box testing simulating external attacker perspective
• Scope includes web applications, APIs, and network infrastructure
• Remediation of high and critical findings within 30 days

Quarterly Internal Testing:

• Internal security team conducts quarterly vulnerability assessments
• Automated scanning supplemented with manual testing
• Testing of new features before production release
• Continuous security testing in development pipelines

Bug Bounty Program:

• Responsible disclosure program for security researchers
• Defined scope and rules of engagement
• Financial rewards for validated vulnerabilities
• Coordinated disclosure timeline protecting customers

Testing Deliverables:

• Executive summary of findings and risk ratings
• Detailed technical findings with reproduction steps
• Remediation recommendations and timelines
• Retest results confirming fix effectiveness

Case Study: Enterprise Security Evaluation

Organization: Regional health system with 4 hospitals, 50+ clinics, 800 physicians

Challenge: Needed ambient documentation solution meeting enterprise security requirements for deployment across entire organization

Security Requirements:

• HIPAA compliance with BAA
• Comprehensive security controls and audit logs
• Integration with enterprise SSO (Okta)
• On-premise Epic integration without internet exposure
• Compliance with state medical privacy law exceeding HIPAA
• Security controls matching internal EHR security standards

OrbDoc Solution:

• Executed comprehensive BAA covering all physicians and care sites
• Provided detailed security documentation and control architecture
• Configured SAML 2.0 integration with Okta including custom attribute mapping
• Deployed Epic integration via dedicated VPN avoiding public internet
• Implemented extended audio retention supporting state law requirements
• Aligned security controls with customer’s EHR security baseline

Security Evaluation Process:

• Initial security questionnaire completed (200+ questions)
• Security architecture review session with customer CISO
• Detailed security control documentation review
• Penetration test results review
• On-site security audit of OrbDoc procedures
• Quarterly ongoing security reviews

Outcome:

• Approved for enterprise-wide deployment following 90-day security evaluation
• Deployed to 200 physicians in initial rollout
• Zero security incidents in 18 months of operation
• Successfully passed customer’s annual vendor security audit
• Expanded deployment to full physician population

Key Success Factors:

• Transparent security documentation and audit access
• Willingness to accommodate customer-specific security requirements
• Demonstrated track record with other healthcare organizations
• Responsive security team addressing evaluation questions
• Alignment with customer’s existing security frameworks

Compliance Checklist for Vendor Evaluation

What to Ask Vendors

When evaluating ambient documentation vendors, ask these critical questions:

Compliance Certifications:

• Are you HIPAA compliant with documented policies and procedures?
• Can you provide detailed security control documentation?
• Will you execute a Business Associate Agreement?
• Do you have HITRUST certification or plans to achieve it?
• What other compliance certifications do you maintain?

Data Protection:

• How is PHI encrypted in transit and at rest?
• What encryption standards and key lengths do you use?
• Who has access to encryption keys?
• How do you handle encryption key rotation and management?
• Can we use customer-managed encryption keys?

Access Controls:

• What authentication methods do you support?
• Is multi-factor authentication required or optional?
• Do you support SSO integration? Which protocols?
• How do you implement role-based access control?
• What audit logging capabilities do you provide?

Infrastructure Security:

• Where is your infrastructure hosted? Which regions?
• Do you support private connectivity (VPN, AWS PrivateLink)?
• What DDoS protection do you have in place?
• How do you monitor for security incidents?
• What is your incident response process?

Data Governance:

• What are your data retention policies?
• How do you handle data deletion requests?
• Do you support legal hold capabilities?
• Can we configure custom retention schedules?
• How do you handle subcontractors who access PHI?

Operational Security:

• How often do you conduct penetration testing?
• Do you have a bug bounty or vulnerability disclosure program?
• What security training do your employees receive?
• How do you manage security vulnerabilities and patches?
• What is your change management process?

Business Continuity:

• What are your availability SLAs and uptime history?
• How do you handle disaster recovery?
• What is your RTO (Recovery Time Objective) and RPO (Recovery Point Objective)?
• How do you test your disaster recovery procedures?
• What happens to our data if your company is acquired or ceases operations?

Security Evaluation Framework

Structure your evaluation using this framework:

Phase 1: Initial Screening (1-2 weeks)

• Review vendor security documentation
• Validate compliance certifications
• Request security control documentation and penetration test results
• Evaluate alignment with your security policies

Phase 2: Detailed Technical Review (2-4 weeks)

• Security architecture review session
• Network integration planning and security assessment
• Review of audit logging and monitoring capabilities
• Evaluate access control implementation
• Assessment of data protection mechanisms

Phase 3: Risk Assessment (1-2 weeks)

• Gap analysis against your security requirements
• Risk rating of identified gaps or exceptions
• Vendor remediation plan for critical gaps
• Residual risk acceptance decision

Phase 4: Legal and Contractual (2-3 weeks)

• BAA negotiation and execution
• SLA and security commitment documentation
• Incident response and notification procedures
• Data ownership and portability provisions

Phase 5: Ongoing Monitoring (Continuous)

• Quarterly security reviews
• Annual security control updates
• Security incident notifications
• Compliance attestation renewals

Due Diligence Questions

For Your Legal Team:

• Does the BAA adequately protect our organization?
• Are data ownership rights clearly established?
• What are the vendor’s liability limitations for security incidents?
• Are there adequate termination and data return provisions?
• How does the contract address regulatory changes?

For Your Compliance Team:

• Does the vendor meet all applicable regulatory requirements?
• Are there any compliance gaps requiring risk acceptance?
• What ongoing compliance attestations will we receive?
• How will we monitor ongoing vendor compliance?
• What audit rights do we have?

For Your IT Security Team:

• Does the vendor’s security architecture meet our standards?
• Are there adequate technical controls for PHI protection?
• Can we integrate with our existing security tools (SIEM, SSO)?
• What security metrics and reporting will we receive?
• How will security incidents be communicated and managed?

For Your Clinical Leadership:

• Will clinical workflows be disrupted during security incidents?
• How quickly can physician access be restored if systems fail?
• Are there adequate safeguards preventing documentation errors?
• Can we maintain patient safety during vendor security maintenance?
• What is the vendor’s track record for security and availability?

For Your IT Operations Team:

• How complex is the integration with our existing systems?
• What ongoing operational security responsibilities will we have?
• How are security patches and updates deployed?
• What monitoring and alerting will we need to implement?
• What are the disaster recovery and business continuity implications?

Conclusion

Security and compliance are not optional features for healthcare technology—they are foundational requirements that protect patients, providers, and healthcare organizations. OrbDoc’s security architecture reflects our commitment to earning and maintaining the trust of the healthcare community.

Our HIPAA compliance, comprehensive data protection, and rigorous access controls provide the enterprise-grade security that CIOs and compliance officers require. We understand that choosing an ambient documentation vendor means entrusting that partner with your organization’s most sensitive data and critical clinical workflows.

We encourage thorough security evaluation and welcome detailed scrutiny of our security controls. Our team is available to discuss your specific security requirements, provide detailed documentation, and support your evaluation process.

Ready to evaluate OrbDoc’s security? Contact our security team at admin@orbdoc.com to schedule a security architecture review, request detailed security documentation, or discuss your organization’s specific compliance requirements.

For technical questions about Epic integration security, see our Epic Integration Technical Guide. For information about enterprise deployment options, visit our Enterprise Solutions page.