HIPAA compliance for healthcare marketing.
RVNOPS helps healthcare leaders find privacy and security risks in marketing tools. We audit HIPAA compliance for healthcare marketing across tracking, forms, chat, calls, and vendors. Then we help your team fix the gaps.
What usually goes wrong
A Meta pixel or analytics tag runs on a service page, patient portal, or form. It may send a page address, button click, or other health detail to a third party. A form collects protected health information (PHI), but the tool has no signed business associate agreement. Chat transcripts and call recordings may hold the same sensitive details. Consent banners often look complete while tags still load before a visitor makes a choice. Privacy notices may not name the tools in use. Vendor access may stay open after a contract ends. Marketing, legal, compliance, and technology teams each own one piece. No one has a full map of where the data goes.
What Kevin has done before
Kevin Plumlee has personally run digital marketing, website development, analytics, tag management, and call tracking. Over 15+ years, he managed $500M+ in media across 300+ healthcare organizations. He also builds ADA and Section 508 accessible websites.
- years in healthcare growth
- 15+
- healthcare organizations
- 300+
- in managed media
- $500M+
- private equity transactions
- 2
What we plan with your team
We map the data before changing tools. Your team sees what each tag, form, chat, call system, and vendor receives. Then we rank each gap and assign the next step.
- A data map for website tags, forms, chat, calls, the CRM, and outside vendors.
- A tracking pixel audit that lists each tag, trigger, destination, purpose, and owner.
- A ranked fix plan for tags, page content, form fields, recordings, access, and data storage.
- A vendor register with business associate agreement status and review questions.
- A review of consent choices and privacy notices for your legal counsel.
- An accessibility review against WCAG 2.2 AA, with ADA and Section 508 questions flagged.
- A launch checklist for new pages, campaigns, tools, and vendors.
How we review HIPAA and healthcare marketing
Audit tracking pixels and analytics tags
We inspect the site and tag manager to see what loads. The HHS Office for Civil Rights has guidance on tracking technologies. It warns that ad and analytics tags can send health information to third parties. We document the data, page, vendor, and business purpose for each tag.
Review forms, chat, and call recording
We trace what people share in forms, website chat, text messages, and recorded calls. We check where that data lands and who can open it. We also review retention, access, and recording notices with your team.
Check vendors and business associate agreements
A business associate agreement (BAA) is a contract about how a vendor handles PHI. We list vendors that may receive PHI and record each contract status. Your legal counsel and compliance officer decide which vendors need a BAA.
Align consent and privacy notices
A consent banner does not fix every privacy risk. We compare the choices on the site with the tags that load. We also give legal counsel a clear list of tools and data flows for the privacy notice.
Include accessibility in the review
We review key pages against WCAG 2.2 AA, a common web access standard. We flag issues tied to the ADA and Section 508 for the right team to assess. RVNOPS works alongside legal counsel and your compliance officer. We are not lawyers and do not give legal advice.
What your team owns
- A current map of marketing data and the vendors that receive it.
- Clear owners for tags, forms, chat, call recording, contracts, and access.
- A review step before a new tool, page, or campaign goes live.
- Plain training for marketing, intake, technology, and agency teams.
- Records your compliance officer, legal counsel, buyers, and board can review.
Questions about this service
Is the Meta pixel allowed on a healthcare website?
There is no single answer for every page or use. The risk depends on the data sent, the page context, and the relationship with Meta. A consent banner alone may not solve it. Healthcare organizations should inspect each event with legal counsel and their compliance officer before using the pixel.
What is a business associate agreement?
A business associate agreement, or BAA, is a contract required in some vendor relationships under HIPAA. It sets duties for protected health information, security, incident reporting, and subcontractors. Signing a BAA does not make every use of a tool safe. Legal counsel should decide when one is required.
Do we need a HIPAA-safe form tool?
Use a form tool that fits the data you collect and your legal duties. If a form may collect protected health information, review encryption, access, storage, deletion, and BAA terms. Also check where alerts and exports go. Your compliance officer and legal counsel should approve the final setup.
Can healthcare calls and chats be recorded?
Recording rules depend on location, purpose, notice, consent, and the data collected. HIPAA may apply when recordings or chat logs contain protected health information. State laws may add other duties. Review notices, access, retention, vendors, and BAA terms with legal counsel before recording.
Does a cookie consent banner meet HIPAA requirements?
A cookie banner records a visitor's tracking choice. It does not replace a data map, vendor review, BAA, privacy notice, or safe tag setup. Some tags may load before the choice is saved. Test the banner and each tag, then have legal counsel and your compliance officer review the result.
Let's talk about where patient data can leak.
Tell us which pixels, forms, chat, and call tools you use today. Kevin Plumlee reads every message and usually replies within one business day.