Microsoft PowerPoint can be used in a HIPAA-compliant manner only when it is deployed under a qualifying Microsoft 365 or Office 365 business subscription that is covered by Microsoft’s HIPAA Business Associate Agreement, configured to meet HIPAA Security Rule safeguard requirements, and governed by workforce policies that prevent impermissible uses and disclosures of protected health information.
PowerPoint is a presentation authoring application and does not provide HIPAA compliance by itself. Compliance depends on where presentation files that contain protected health information are stored, how they are shared, how access is controlled, how activity is logged, and how the organization manages devices and user behavior. Presentations stored on unmanaged laptops, removable media, personal email accounts, or consumer cloud services can place protected health information outside enforceable access controls, audit controls, and retention controls.
When PowerPoint files containing protected health information are stored or shared through Microsoft-hosted services used with Microsoft 365 or Office 365, the vendor relationship and contract terms affect compliance. A HIPAA Covered Entity or Business Associate needs a HIPAA Business Associate Agreement when a vendor creates, receives, maintains, or transmits protected health information on its behalf. Microsoft indicates that a Business Associate Agreement is available for covered services, including the statement, “Office 365 provides HIPAA & HITECH assurances, BAA can be obtained online.” Microsoft is willing to provide a HIPAA Business Associate Agreement for in-scope Microsoft 365 and Office 365 services, and that agreement should be executed before using those services to create, receive, maintain, or transmit protected health information.
A compliant PowerPoint workflow requires administrative configuration aligned to the organization’s risk analysis and risk management process. Access must be limited to authorized workforce members through unique user identification, appropriate authentication, and role-based permissions. Sharing controls must restrict external sharing and limit link-based access so presentations do not become broadly accessible. Audit logging must be enabled and reviewed to detect inappropriate access and distribution. Encryption must protect presentations in transit and at rest within covered service boundaries, and device management controls must address local caching, offline copies, and loss or theft of endpoints.
PowerPoint can support training, care coordination briefings, and internal reporting that include protected health information when the organization applies HIPAA Privacy Rule disclosure controls, the HIPAA Minimum Necessary Rule, and HIPAA Security Rule safeguards to the full lifecycle of the presentation file.