HIPAA for Nurse Entrepreneurs: Why It Matters + How to Make Google Workspace Compliant
If you're a nurse stepping into entrepreneurship, one of the first things you realize is this:
Being a business owner doesn’t cancel our responsibility as healthcare professionals.
HIPAA still applies. And not only does it apply—it’s one of the foundational pieces of running an ethical, trustworthy, and professional nursing-based business.
Today, I want to break down HIPAA in a simple, real-world way and show you the exact setup I use to stay compliant as a nurse entrepreneur. This includes how I turned Google Workspace into a HIPAA-compliant system, the importance of having a separate dedicated business phone, and where I bought mine for an affordable price.
Why HIPAA Still Matters for Nurse Entrepreneurs
Being a business owner doesn’t remove our ethical and legal responsibilities as nurses. In fact, in entrepreneurship, compliance is part of your brand reputation. Clients need to trust that their information is safe.
You may be handling PHI if you:
Keep client files
Use intake forms
Communicate about health details
Send appointment information
Store notes digitally
Receive photos, lab results, or messages
If your business includes coaching, consulting, wellness support, or any type of concierge nursing or nurse-owned private pay services, HIPAA must be part of your foundation. For a deeper systems breakdown, I created a full concierge nurse business guide to help you set up the essentials.
How to Make Google Workspace HIPAA Compliant
Many nurse entrepreneurs are surprised to learn that Google Workspace CAN be HIPAA compliant—but only if you set it up correctly.
The most important step is:
Signing the Google BAA (Business Associate Agreement)
This is Google’s agreement promising to protect PHI according to HIPAA standards.
Once the BAA is signed, the following Workspace apps become HIPAA compliant when used properly:
Gmail
Google Drive
Google Docs, Sheets, and Forms
Google Meet
Google Calendar
Google Voice for calling + texting
This setup is especially helpful if you plan to start a concierge nursing business , because it ensures all communication and documentation remain secure.
I also have a video tutorial that walks you step-by-step through how to sign the BAA and configure your settings. You can find it here.
Best Practice: Use a Dedicated Business Phone
One of the smartest moves you can make as a healthcare business owner is having a separate phone strictly for business. This protects your personal life, creates clean boundaries, and ensures you don’t mix personal apps, messages, or photos with PHI.
A dedicated business phone helps with:
Better organization
Preventing accidental HIPAA violations
Separating work and personal communication
Keeping your Google Workspace apps in one secure place
Lower risk if your personal phone is lost or compromised
My Personal Setup
I purchased a dedicated business phone from Back Market — an affordable, refurbished-phone marketplace. The phone looked brand new, saved me money, and allowed me to keep all business apps separate from my personal life.
➡️ Use this referral code here: b3f65d30a0a0e5a9 to get $25!
This phone holds everything Google Workspace:
Gmail (HIPAA-compliant after BAA)
Google Voice (HIPAA-compliant calling + texting)
Google Docs + Drive (secure storage)
Forms, Meet, Calendar, etc.
Because my Google Workspace BAA is signed, this phone + these apps function as a HIPAA-compliant communication system.
Another Option: Ask Your Phone Provider About a BAA
If you don’t want a separate device, or if you prefer to use your main phone, you still have options.
Some phone carriers offer HIPAA-compliant business lines and may sign a Business Associate Agreement (BAA) for those lines.
This varies widely by provider, but it does exist.
You can ask your carrier:
“Do you offer HIPAA-compliant business lines?”
“Do any of your business plans include a BAA?”
“If I use your business voicemail, texting, or call features, can these be covered under a BAA?”
This option can help ensure:
Your line is separated from your personal number
Your call logs and messages are handled under a compliant agreement
Your business communication remains protected
However, even if your carrier offers this, I still recommend keeping your Google Workspace apps on a separate phone whenever possible. It keeps everything clean, organized, and reduces risk.
Why This Matters for Your Business
HIPAA isn’t just about checking a box — it’s about:
Protecting your clients
Protecting your license
Protecting your business
Protecting your peace of mind
When you set up your systems correctly from the beginning, everything runs smoother. You look more professional, you deliver better service, and you build trust that leads to referrals and long-term growth.
My HIPAA-Compliant Setup
Here’s how I run my business systems:
1. A dedicated business phone
Purchased from Back Market.
2. Google Workspace installed
Everything is stored and synced securely.
3. Google Voice number
Used only for business calls, messaging, and scheduling.
4. All business apps on one device
Drive, Gmail, Meet, Docs, and Forms — all tied to my signed BAA.
This setup creates a clean, organized, and compliant workflow that supports my concierge nursing practice and my digital business operations.
Final Thoughts
As nurse entrepreneurs, we carry our nursing values with us wherever we go — including into business ownership. Creating a compliant system with Google Workspace and a secure phone setup is one of the best foundational decisions you can make.
You don’t need expensive software or complicated tools.
Just the right setup.
And a little intention.