Is Dialpad HIPAA Compliant? BAA, Fax, SMS, and the Gaps

Short answer: Dialpad can be used in a HIPAA way, with a signed BAA and the right settings. Dialpad calls itself "HIPAA-ready," and its help center says a company admin can sign the Business Associate Agreement right inside the Dialpad app. But third-party compliance guides report that some features sit outside that BAA, so check before your staff starts texting or faxing patient details.

What to check with Dialpad

• The BAA is signed by your admin in the Dialpad app (or through support if the option does not appear).
• Fax with PHI: reported by third-party guides as outside the BAA. Confirm in writing before faxing records through Dialpad.
• Texts with PHI to people outside Dialpad: also reported as outside coverage. Patient texting is the most common way PHI leaks.
• Dialpad Meetings: reported to have its own, separate BAA.
• Call recordings and AI transcripts: decide who can access them and how long they are kept.

What HIPAA actually requires

Under HIPAA, a medical practice can only hand protected health information (PHI) to a vendor that has signed a Business Associate Agreement (BAA). A BAA is the contract where the vendor promises to protect PHI, report breaches, and accept HIPAA obligations. Two details trip practices up: the BAA has to cover the exact product and plan you use, and it does not make you compliant by itself. You still need the right settings, access controls, and staff habits.

A phone system is not a receptionist

Dialpad routes calls well and its AI writes call summaries. But a phone system still needs a person to answer, look up the chart, book the visit, and send the intake form. If the reason you are shopping is "we miss calls" or "the front desk is drowning," the fix is not a better phone line. It is something that actually answers.

What PhiClaw does differently

PhiClaw's HIPAA AI receptionist is $50 a month for your own local number, then $0.19 a minute for calls and 1¢ per text. It answers 24/7, books and reschedules directly in your EHR, answers "Do you take Aetna?", sends intake forms, and hands off to staff when needed. Calls run through our voice partner Retell AI under a BAA, and PhiClaw signs its own BAA with your practice. The receptionist is an add-on to the PhiClaw AI employee ($1,500 a month flat (4,320 questions/tasks included, unlimited users and locations, month-to-month), with a BAA on every plan), which also handles scribing, e-prescribing, billing, and HIPAA eFax ($10 a month).

When Dialpad is still the right call

If your team answers every call already and you just need a modern business phone system for staff, Dialpad with a signed BAA is a reasonable choice. Many practices keep their phone system and add PhiClaw to answer overflow and after-hours calls.

Frequently asked questions

Does Dialpad sign a BAA?

Yes. Dialpad's help center says admins can sign a BAA from inside the app. Contact Dialpad support if the option does not appear for your account.

Is Dialpad fax HIPAA compliant?

Third-party compliance guides report that faxing PHI through Dialpad falls outside its BAA. Confirm directly with Dialpad in writing before faxing patient records.

Can I text patients from Dialpad?

Be careful. Texts containing PHI sent to people outside Dialpad are reported as outside the BAA. Keep texts to non-PHI reminders unless Dialpad confirms coverage in writing.

Can PhiClaw work alongside Dialpad?

Yes. Many practices keep their phone system and forward overflow or after-hours calls to PhiClaw's HIPAA AI receptionist.

How much does PhiClaw's AI receptionist cost?

$50 a month for your own local number, plus $0.19 a minute for calls and 1 cent per text, as an add-on to the $1,500/month PhiClaw AI employee.