Industries · Healthcare

Healthcare document management on Microsoft 365

HIPAA-adjacent documentation — policies, procedures, clinical guidelines — governed inside your covered tenant.

Healthcare organizations produce, approve, and retire hundreds of policies and procedures every year. Workforce-security policies. Patient-handling procedures. Clinical guidelines. Incident-response runbooks. Business-associate and vendor-risk documentation. Every one of them is a document that needs a clear owner, a documented approval chain, and an auditable review cadence.

This product provides document-governance capabilities that healthcare customers can use in their HIPAA document-management program, inside the Microsoft 365 tenant they already trust. It is not positioned as a certified HIPAA solution; fit with your specific HIPAA obligations should be verified by your compliance team.

What healthcare document governance actually has to do

HIPAA Security Rule §164.316 requires covered entities and business associates to maintain documented policies and procedures, review them periodically, and retain evidence of the actions taken under them. The Privacy Rule adds obligations around Notices of Privacy Practices and authorization management. Beyond HIPAA, state regulations, accreditation bodies (The Joint Commission, DNV, HFAP), and payer contracts each add their own documentation expectations.

For the document-management layer that sits underneath all of these, healthcare organizations need:

Controlled access per workforce role (clinical staff see clinical SOPs, billing sees billing procedures, and so on).
Documented procedures for authorship, review, and publication.
Periodic review on a documented cadence.
Retention — typically six years under HIPAA's administrative-safeguard documentation rule, often longer under state regulation.
An auditable trail of what was in effect when.

docs365.ai provides capabilities in each area.

Logo

Centro Diagnostico Italiano

Customer story

"If tomorrow you had to demonstrate the complete evolution of a clinical procedure over the last two years — every modification, every approval, every signature, and who is in charge of renewal — could you do it in ten minutes?"

— Compliance Officer — Centro Diagnostico Italiano

Read the full Centro Diagnostico Italiano story

What the customer owns under HIPAA

The product is a document-management tool. Your organization owns:

The Business Associate Agreement with Microsoft for the underlying M365 platform.
The Security Rule risk analysis and the resulting safeguards.
Workforce training and sanctions.
Breach determination and notification.
All Privacy Rule administrative activities.
The HIPAA fit assessment for this specific product in your environment.

What we provide is a disciplined library for the documented information your HIPAA program generates — policies, procedures, DPIAs, incident-response plans, training materials. The documentation layer, done well, inside the same Microsoft 365 tenant the rest of your organization already operates in.

Healthcare-specific FAQ

Does intranet.ai sign a BAA? intranet.ai as a software provider doesn't typically act as a business associate because we don't access customer documents. The BAA that matters for HIPAA is the one between you and Microsoft for M365 — that covers the platform where documents actually live. If your organization requires a BAA with intranet.ai for specific reasons, talk to us during the assessment.

Is this HIPAA-certified? HIPAA has no product-certification scheme. What matters is whether the system supports your ability to meet your HIPAA obligations. The product provides capabilities healthcare customers use as part of their HIPAA programs; adequacy is determined by your compliance team.

Can I use this for Notices of Privacy Practices? Yes — the same document-governance lifecycle applies. Templates, sequential approval, versioning, retention, audit log. The Privacy Rule's six-year retention requirement is met by the archive function combined with M365 retention.

What about HITRUST or SOC 2? Those are frameworks the healthcare organization certifies against, not product-level certifications we make. The product's audit log, versioning, and access controls produce the kind of evidence HITRUST and SOC 2 assessors typically work with for the documented-information portions of those frameworks.

Does it handle PHI directly? The product is a document-management layer. Documents it manages may contain PHI, but that PHI sits inside SharePoint Online in your tenant — under Microsoft's BAA, not a separate intranet.ai data path. We recommend applying appropriate classification metadata and access scoping to any document that contains PHI.

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The active document lifecycle on SharePoint Online

Why passive document management fails — and what an explicit four-stage lifecycle looks like in practice inside a Microsoft 365 tenant.

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