JBMOnboard360 / HIPAA-ready scheduling
HIPAA compliant scheduling software
HIPAA compliant scheduling software? Scheduling, intake and CRM under one BAA.
HIPAA compliant scheduling software is a calendar whose vendor signs a Business Associate Agreement, because an appointment for a named person at a clinic is protected health information. JBMOnboard360 puts scheduling, intake forms and the client record together, with a BAA on every plan. It doesn't take US card payments or send SMS reminders, and this page says plainly who should pick something else.
The basics
Why a calendar can hold PHI
A booking that says "Maria Lopez, 3 pm, pelvic floor assessment" ties a person to a health service. For a covered entity, that is PHI, and the scheduling vendor needs a signed BAA. The same goes for intake forms, reminders and any notes on the booking. If you're a cash-only wellness business that never sends insurance transactions electronically, HIPAA may not apply to you (ASHA), but state privacy laws can. Check with your compliance advisor.
What to look for in HIPAA compliant appointment scheduling:
- A BAA, and the plan or add-on it needs, in writing.
- Encryption in transit and at rest, and US hosting if that matters to you.
- Staff access limited to the calendars and clients they work with.
- Reminders that say the minimum: a time and a place, not a diagnosis or treatment.
- Intake that lands in the client record, not in someone's inbox.
What you get
Scheduling plus intake plus CRM, HIPAA-ready
Team, rooms and services
Schedule staff, treatment rooms and services together, with booking requests coming into the same calendar.
Intake before the visit
Send an intake form or let clients scan a QR code at the front desk. Answers sit with the client's profile. See HIPAA-ready intake forms.
The whole client record
Appointments, forms, invoices, notes, files and conversations in one profile, with a lead inbox for new enquiries.
A BAA on every plan
Included from $79 per user, or $399 per location with unlimited users on Business. No add-on.
US hosting and encryption
AWS in the United States, encrypted in transit and at rest, with daily backups to a second US region.
Every location in one view
Headquarters sees every location, and each location keeps its own team, data and dashboard.
Read this before you book a call
What JBMOnboard360 scheduling doesn't do
- No US card payments. We create invoices, apply discounts and prepaid cards, and track payments. We don't take cards, deposits or no-show fees online in the US.
- No SMS reminders. We don't send texts in the US. If automated text reminders are central to how you handle no-shows, that's a real gap.
- No memberships or packages in the US yet.
- Not an EHR. No charting, treatment notes or insurance billing. Keep your clinical system; JBMOnboard360 handles clients, scheduling, intake, invoicing, the help desk and follow-up.
- WhatsApp is for general enquiries only. The AI concierge answers questions about prices and hours and books a callback. Never use it for health information.
Decision table
HIPAA compliant appointment scheduling: who signs a BAA
| Tool | BAA (vendor's own wording) | Price shown | Pick it if |
|---|---|---|---|
| JBMOnboard360 | Included on every plan | $79 per user, or $399 per location with unlimited users (annual) | You want scheduling, intake and CRM under one BAA (add the help desk on Business), across one or many locations |
| SimplePractice | Agreed when you create the trial account | $49, $79 or $99 per month | You're a therapist who needs notes, an EHR and insurance claims |
| Jane App | Signs its standard BAA on request | Shown to us in CAD | You run allied health and need charting and billing |
| Vagaro | Provides a BAA to medical spa customers; plan not stated | $30 per month ($23.99 for 6 months) plus $10 per calendar | You need card payments and text marketing at a low base price |
| Boulevard | BAA only with its "HIPAA Coverage" add-on; price not published | From $143 per location per month | You run a premium salon or med spa and need POS and client texting |
| Zenoti | "Provides a signed BAA for medspa clients"; plan not stated | Quote only | You're a large chain that needs deep spa and med spa operations |
| Mindbody | Not confirmed on its site; third parties say on request | "Starting at" $79 or $99 per location (page shows both) | You run fitness or wellness classes and need payments and a consumer app |
Checked 20 October 2026: SimplePractice BAA (text via search; the page blocked our fetch) and pricing; Jane terms; Vagaro HIPAA guide and pricing; Boulevard BAA and pricing; Zenoti HIPAA; Mindbody pricing and Keragon (third party). Prices are US list prices and may change. Trademarks belong to their owners; JBMOnboard360 is not affiliated with them.
Most of these tools do things JBMOnboard360 doesn't, such as payments, texting and charting, so many practices keep them for booking and add JBMOnboard360 for leads, intake, the help desk and the HQ view. If you're weighing a switch, read our Jane App alternative and Zenoti alternative pages, or the full BAA comparison for 18 vendors.
Checklist
Five scheduling habits that protect PHI
- Name appointments by service type, not by condition. "Assessment, 45 min" beats "Knee pain, post-surgery."
- Give staff access only to the calendars they work.
- Keep reminders to time, place and a phone number.
- Collect intake through the form, never by email attachment or WhatsApp.
- Review who can see each location's calendar when staff join or leave.
Questions
HIPAA scheduling questions
Is JBMOnboard360 HIPAA compliant scheduling software?
It is HIPAA-ready. A BAA is included on every plan, and US data is hosted on AWS in the United States and encrypted in transit and at rest. Your own policies, training and risk analysis complete the picture.
Does JBMOnboard360 send appointment reminders by text?
No. We don't send SMS in the US. If text reminders are essential for you, keep a booking tool that sends them, or wait until we can offer them.
Can clients pay a deposit when they book?
Not in the US. JBMOnboard360 creates invoices and tracks payments, but it doesn't process cards.
Is SimplePractice HIPAA compliant?
SimplePractice says you agree to its BAA when you create your trial account, and you don't need to sign again when you upgrade. It is an EHR for therapists, which JBMOnboard360 is not.
Do I need HIPAA compliant scheduling if I'm cash only?
Possibly not under HIPAA, if you never send insurance transactions electronically, but state privacy laws may still apply. Ask your compliance advisor.
Keep reading
Related pages
Free consultation
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