Google Apps: Google Apps for AHC and HCC Accounts
Apps Available for AHC and HCC Accounts
The suite of applications available under the Academic Health Center/Health Care Components (AHC/HCC) Business Associate Agreement (BAA) with Google are:
- Google Calendar
- Google Drive
- Google Sites
- Google Groups also is available; however, users will be subject to certain controls to ensure that no Protected Health Information (PHI) is contained in Google Groups.
Many other apps are not available for BAA users. These include, but are not limited to, Chrome, Photos, Analytics, and Inbox.
The University of Minnesota and Google, Inc., have reached an agreement that will allow all Academic Health Center colleges, schools, centers and departments as well as other University departments with access to Protected Health Information (PHI) to transition email accounts to Gmail.
This agreement, known as a Business Associate Agreement (BAA), is a contract between a HIPAA-covered entity (the University) and a HIPAA business associate (Google) that protects PHI in accordance with HIPAA guidelines. Because of HIPAA compliance barriers, accounts with PHI access previously were not able to use the University’s Gmail service.
Individuals in the health care components will transition to Gmail and keep or gain access to Google Calendar, Google Drive and Google Apps Vault. Schools within the Academic Health Center that are not part of the health care components have either previously transitioned to Google (School of Veterinary Medicine) or will transition to the full suite of Google applications (School of Public Health).
Request an Exception
If you are part of the University’s healthcare component and believe you have a business need to access Google Sites/YouTube/Hangouts (the “Additional Google Applications”), please review and complete the AHC Google Apps Exception Request Form. Please keep in mind that access to the Additional Google Applications will not be permitted in the event that your need would result in transferring, creating, maintaining, storing or otherwise making accessible any Protected Health Information (“PHI”). Also, please keep in mind that an exception for Youtube is only needed for those who need to post or edit content on Youtube.
Once the AHC Google Apps Exception Request Form is completed, it will be reviewed by the Privacy Office, AHC-IS and OIT Security. You may be contacted for additional information. If you have any questions about this process, please contact firstname.lastname@example.org.
In order to receive Google Calendar events and email on your mobile device, it will need to be registered with Google. After this is completed, a passcode will be required on the device. It will not impact your functionality, but it will ensure protection of the data. Registering with Google allows for remote access to wipe data from your device if it is lost or stolen. Steps to register your device can be found on the Email Client Configuration site.
Contact Technology Help with further questions or for assistance.