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How to Make Your Wix Website HIPAA Compliant: A Step-by-Step Guide
- DLL Studios
- Jan 16
- 12 min read
If you’re using Wix for your healthcare website, here’s the bottom line: Wix is not HIPAA compliant. That means you cannot use its native tools - like forms or appointment schedulers - to collect, store, or transmit sensitive patient data (PHI). Doing so could lead to severe penalties, including fines of up to $1.5 million annually.
To make your Wix site HIPAA-compliant, follow these steps:
Avoid Wix forms for PHI: Use disclaimers to prevent patients from submitting sensitive information.
Integrate third-party tools: Use HIPAA-compliant platforms like JotForm or HIPAAtizer, which provide Business Associate Agreements (BAAs).
Enable Wix security features: Activate SSL encryption, two-factor authentication, and access controls.
Implement administrative safeguards: Train staff, conduct risk assessments, and maintain HIPAA policies for at least six years.
Wix itself does not sign BAAs or offer HIPAA-compliant hosting, so compliance depends on external integrations and strict adherence to security practices.
HIPAA Compliance for Developers: Essential Tips for Building Secure Online Forms
HIPAA Rules and Business Associate Agreements Explained
Before diving into how to configure your Wix site for compliance, it’s essential to understand the legal framework of HIPAA. This framework is built on three key rules, each addressing a specific aspect of protecting Protected Health Information (PHI). If your website collects or transmits PHI, you must adhere to all three rules. This foundational knowledge will support the technical steps we’ll explore next.
Key HIPAA Regulations for Websites
The HIPAA Privacy Rule lays the groundwork for safeguarding patient data. It restricts how PHI can be used or shared without explicit patient consent while granting patients rights like requesting copies of their health records or correcting inaccuracies[6]. For your website, this means you can’t collect patient information - whether through forms or scheduling tools - without obtaining proper consent and implementing secure protections.
The HIPAA Security Rule zeroes in on electronic Protected Health Information (ePHI) - any patient data that’s created, received, stored, or transmitted digitally[5][7]. It mandates three layers of safeguards:
Administrative: Includes staff training, risk assessments, and assigning a security officer.
Physical: Covers facility access controls and workstation security.
Technical: Requires measures like encryption, access controls, and audit logs.
The Department of Health and Human Services (HHS) explains:
"The Security Rule requires appropriate administrative, physical and technical safeguards to ensure the confidentiality, integrity, and availability of electronic protected health information"[5].
Then there’s the Breach Notification Rule, which requires you to notify affected individuals, HHS, and sometimes even the media if unsecured PHI is accessed or disclosed without authorization[7]. This rule applies to breaches caused by hacking, accidental exposure, or unauthorized employee access.
Safeguard Category | Website-Specific Requirements |
Administrative | Conduct risk assessments, designate a security official, train staff, and establish business associate contracts[7] |
Physical | Implement facility access controls and secure workstations to prevent unauthorized data access[7] |
Technical | Use access controls (e.g., unique user IDs), maintain audit logs, ensure data integrity, and encrypt data during transmission[7] |
What a Business Associate Agreement (BAA) Covers
A Business Associate Agreement (BAA) is a legally required contract between you and any third party that handles PHI on your behalf[8]. This includes website builders, cloud storage providers, email platforms, and payment processors. The agreement defines what the service provider can and cannot do with patient data, holding them accountable for any HIPAA violations.
HHS clarifies:
"If a covered entity engages a business associate to help it carry out its health care activities and functions, the covered entity must have a written business associate contract or other arrangement with the business associate that establishes specifically what the business associate has been engaged to do"[8].
Failing to secure a BAA can lead to hefty fines. For instance, the Office for Civil Rights imposed a $2,700,000 penalty on Oregon Health & Science University in 2016 for not having a valid BAA in place[9].
A proper BAA must require the service provider to:
Additionally, the agreement creates a "chain of trust", requiring the provider to ensure their subcontractors sign similar agreements[9][10].
Wix's BAA Policy
Here’s the key point: Wix does not offer a Business Associate Agreement for its website building or hosting services[12][13]. Steve Alder, Editor-in-Chief of The HIPAA Journal, confirms:
"Wix is not HIPAA compliant... Wix cannot act as a business associate on behalf of a HIPAA covered entity and will not enter into a Business Associate Agreement"[13].
Wix has clearly stated that its services are not HIPAA compliant and advises against using its platform for handling PHI[13].
If you’re using Wix and need to comply with HIPAA, the solution is to integrate third-party tools that provide their own BAAs. This ensures that patient data bypasses Wix’s servers entirely[11][13]. With this legal framework in mind, you’re ready to move on to the technical safeguards necessary for compliance. Up next: configuring your Wix site with compliant third-party tools.
How to Configure Your Wix Website for HIPAA Compliance
When using Wix for your website, it's crucial to avoid collecting Protected Health Information (PHI) directly through its native tools. Instead, redirect sensitive data to platforms designed for HIPAA compliance. This strategy reduces compliance risks while allowing you to continue using your Wix site. Here's how to limit PHI collection and set up essential security features.
Limit Protected Health Information (PHI) Collection
Keep Wix forms limited to gathering only basic contact details. Include a clear disclaimer, such as: "Do not share private health information through this form." For sensitive inquiries, provide alternative options like a secure phone number or a link to a HIPAA-compliant patient portal.
Your Wix site should focus on informational content - think practitioner bios, office hours, service overviews, and educational blog posts. If you use scheduling tools, ensure they don’t require patients to disclose treatment details or specific health conditions. For any necessary PHI collection, integrate tools that meet HIPAA standards.
Set Up Wix Security Features
Wix automatically provides SSL encryption and uses HTTPS with TLS 1.2+ for secure data transmission. To further protect your site, enable two-factor authentication (2FA) in your account settings and configure Roles & Permissions to control access to sensitive data. Use Wix's Password Strength Indicator to enforce strong passwords.
Security Feature | Configuration Location | HIPAA Benefit |
Two-Factor Authentication (2FA) | Account Settings | Prevents unauthorized account access |
Roles & Permissions | Site Dashboard | Restricts PHI access to authorized staff |
HTTPS/SSL | Automatic | Secures data transmission |
If you're using the Wix CMS, enable the Personally Identifiable Information (PII) toggle on collection fields to apply AES-256 encryption for sensitive data. Set CMS collection permissions to "Private" or restrict access to specific roles to prevent unauthorized use. These steps create a secure foundation, which can be enhanced further by integrating external HIPAA-compliant tools.
Add HIPAA-Compliant Third-Party Tools
Once your Wix site is secured, integrate third-party tools to manage PHI. Use platforms like HIPAAtizer, JotForm, Formstack, or Cognito Forms, which provide their own Business Associate Agreements (BAAs). For example, HIPAAtizer emphasizes:
"HIPAAtizer is a Business Associate as defined by the HIPAA regulations. Our forms are ONLY functional in an exclusively HIPAA‑Compliant environment." [15]
Before integrating any third-party solution, verify that the provider will sign a BAA - this is a non-negotiable requirement for HIPAA compliance. Additionally, enable features like two-factor authentication and access logs within the third-party tool's dashboard to monitor data access.
Set Up Administrative and Operational Safeguards
After implementing technical safeguards, the next step toward achieving full HIPAA compliance is establishing strong administrative and operational measures. While technical controls are vital, they aren't sufficient on their own. You need written policies, routine audits, and comprehensive staff training to meet HIPAA requirements. The HHS Security Rule specifically requires regulated entities to document their security processes and train all workforce members accordingly [4].
Write and Maintain HIPAA Policies
Appoint a security official to create and oversee your HIPAA policies [4]. This person should also keep an eye on legislative updates to ensure your website remains compliant with any regulatory changes [16]. Your policies should cover six key areas: risk analysis, sanction procedures, access controls, incident response, data disposal, and periodic evaluations [4]. These serve as the foundation for effective training and risk management.
Administrative Safeguard | Documentation Requirement |
Risk Analysis | Identify and assess vulnerabilities that could compromise the confidentiality and integrity of ePHI [4]. |
Sanction Policy | Outline disciplinary actions for employees who violate HIPAA rules [4]. |
Access Management | Define protocols for granting and revoking user access to ePHI [4]. |
Incident Response | Detail steps for identifying, documenting, and mitigating security breaches [4]. |
Data Disposal | Specify methods for securely disposing of data no longer needed [3][16]. |
Evaluation | Conduct regular assessments to gauge the effectiveness of your security policies [4]. |
All HIPAA-related policies, actions, and assessments must be retained for at least six years from their creation or last effective date [4]. Include contingency plans, such as data backups, disaster recovery protocols, and emergency operations, to ensure ePHI remains accessible during unexpected system failures [4]. Publishing a clear HIPAA policy on your Wix website can also help inform visitors about their rights and the steps you take to secure their data [16].
Train Staff on HIPAA Requirements
Every team member with access to your Wix dashboard must be trained on your specific security policies and procedures [4]. Tailor this training to address your organization’s unique risks and technical setup.
Focus on role-specific guidelines for managing your Wix site. For example, train administrators on using Roles & Permissions to ensure staff access is limited to the minimum necessary data [2][4]. Instruct your team to avoid using standard Wix forms for collecting sensitive patient information like names, health history, or contact details. Instead, integrate third-party HIPAA-compliant tools [1]. Require strong passwords and two-factor authentication for all accounts.
Document all training activities and keep records for six years [4]. Enforce disciplinary actions for staff who fail to adhere to your privacy and security policies [4]. To stay updated on the latest guidelines, consider subscribing to the OCR Privacy & Security listservs [17]. These administrative measures, combined with the technical safeguards mentioned earlier, provide comprehensive protection for ePHI.
Perform Regular Risk Assessments
Conducting regular security audits is crucial for identifying vulnerabilities and maintaining compliance. Your risk assessment should encompass all electronic protected health information (ePHI) created, received, maintained, or transmitted through your Wix site and its integrations [18]. Tools like the HHS Security Risk Assessment Tool (Version 3.6) or the NIST HIPAA Security Rule Toolkit can guide you through this process [5][19].
Examine your Wix data flow and third-party integrations to document where ePHI is stored, transmitted, or received [18]. Identify potential threats - whether human, natural, or environmental - and pinpoint vulnerabilities that could lead to a breach [18]. Assess both technical safeguards, such as Wix’s SSL encryption and two-factor authentication, and administrative protocols. Assign risk levels to each identified threat based on its likelihood and potential impact, then prioritize corrective actions [18]. Include password reviews as part of your assessments.
A new risk assessment is necessary whenever there are changes in ownership, management, or technology [18]. Keep detailed records of each assessment and the steps taken to address any risks for at least six years [18][4].
Keep Your Wix Website HIPAA Compliant
Maintaining HIPAA compliance for your Wix website goes beyond initial setup - it's an ongoing process that requires consistent attention. With regulations evolving and potential risks increasing, regular auditing and monitoring are critical. For example, in the first three quarters of 2025 alone, 546 healthcare data breaches were reported to the Office for Civil Rights (OCR), impacting approximately 42 million individuals[14]. That same year, OCR issued 19 resolution agreements and over $8 million in fines by October[14]. These figures highlight the importance of staying vigilant to protect sensitive patient information and avoid hefty penalties.
Schedule Routine Website Audits
Regular audits are essential to ensure your website remains HIPAA compliant. Assign a designated HIPAA Compliance Officer to oversee these audits, manage privacy training, and conduct risk assessments[14]. At least quarterly, review user access to confirm that only necessary personnel have access to sensitive data[14].
Keep a close eye on system logs and activity to identify any unauthorized access attempts. Implement automatic log-off settings for unattended devices to reduce risks[13]. Additionally, verify that third-party vendors comply with their Business Associate Agreements (BAAs)[13]. To streamline this process, consider using cybersecurity automation tools that offer continuous compliance monitoring and simplify evidence collection for audits[14].
Monitor HIPAA Regulation Updates
Stay informed about changes to HIPAA regulations by subscribing to updates from the OCR[20][17]. The HHS Office for Civil Rights regularly publishes cybersecurity newsletters, such as the January 2026 issue on System Hardening, which provide insights into emerging threats and best practices[20]. These resources are invaluable for understanding proposed updates to the HIPAA Security Rule, particularly those aimed at enhancing cybersecurity for electronic protected health information (ePHI)[4].
"A regulated entity must periodically review and update its documentation in response to environmental or organizational changes that affect the security of ePHI."Office for Civil Rights (OCR)[4]
Conduct annual risk assessments using tools like the HHS Security Risk Assessment Tool or the NIST HIPAA Security Toolkit to identify vulnerabilities as technology and regulations change[20][5]. Familiarize yourself with OCR's "Recognized Security Practices" through their video presentations, which explain how maintaining safeguards for at least 12 months can help mitigate enforcement actions[20]. Remember to retain all compliance documentation for six years[4].
These proactive measures lay the groundwork for seeking expert assistance.
Work with Professional Compliance Services
Navigating HIPAA compliance on Wix can be tricky, especially since the platform lacks built-in compliant forms[1]. Professional compliance services, such as DLL Studios, specialize in integrating third-party compliant solutions, conducting in-depth risk assessments, and ensuring that all vendors have valid BAAs. The risks of non-compliance, as highlighted by past enforcement actions, make their expertise invaluable.
These services provide ongoing support, including 24/7 monitoring, log reviews, and regular evaluations - both technical and non-technical - to ensure your safeguards remain effective as your environment changes[4][3]. When selecting a compliance partner, confirm that they undergo independent audits, such as SOC 2 and SOC 3, to validate their security measures[3]. Partnering with experts who can demonstrate adherence to recognized security practices over the past 12 months can offer added protection during OCR enforcement actions[20].
Conclusion
Main Points to Remember
Ensuring HIPAA compliance on your Wix website goes far beyond tweaking basic settings. The most crucial takeaway? Wix itself does not provide HIPAA-compliant tools for handling patient data. To stay compliant, you'll need to integrate third-party tools specifically designed for secure patient intake and communication[1][21]. Additionally, every vendor handling Protected Health Information (PHI) must sign a Business Associate Agreement (BAA). Skipping this step could lead to hefty fines - up to $1.5 million, according to the Department of Health and Human Services[3].
Technical safeguards are equally critical. Make sure your site uses HTTPS with TLS 1.2 or higher, enable multi-factor authentication (MFA) for all contributors, and use Wix's "Roles & Permissions" to ensure only authorized personnel have access[2][3]. Regular risk assessments are essential as well. Tools like the HHS Security Risk Assessment Tool can help you identify vulnerabilities and adapt as your website and regulations change. Lastly, retain all HIPAA-related documentation for at least six years, as required by law[4].
These steps form the foundation of your HIPAA compliance efforts.
Your Next Steps
Start by auditing your Wix site for any forms that collect PHI. Immediately disable standard Wix forms that handle this kind of sensitive data. For any third-party tools you use, confirm that signed BAAs are in place. Also, activate two-factor authentication for every account and double-check that SSL encryption is fully active on your site[2].
Beyond technical measures, train your staff in proper ePHI management practices and set up a quarterly schedule to review access logs and vendor compliance[4]. If this all feels overwhelming, you might want to consult professionals like DLL Studios. They specialize in integrating compliant solutions and conducting risk assessments, helping you protect both your patients' data and your practice's reputation.
FAQs
Why isn’t Wix suitable for creating HIPAA-compliant forms?
Wix isn’t a good choice for creating HIPAA-compliant forms because it doesn’t offer a Business Associate Agreement (BAA) - a mandatory requirement for HIPAA compliance. Beyond that, Wix is missing key security features like data encryption, access controls, audit logging, and data isolation, all of which are essential for protecting sensitive health information (PHI).
Without these critical safeguards, Wix falls short of meeting the rigorous standards needed to protect patient data under HIPAA regulations.
What is a Business Associate Agreement (BAA) and why do you need one?
A Business Associate Agreement (BAA) is a legal document required under HIPAA that outlines the responsibilities of a business associate - a third party that handles protected health information (PHI) - when working with a covered entity, such as a healthcare provider. This agreement ensures the business associate takes necessary steps to protect PHI and adhere to HIPAA’s privacy and security rules.
Having a BAA is essential to comply with HIPAA regulations whenever a third party accesses or processes PHI on your behalf. Without this agreement in place, sharing PHI could lead to non-compliance and potential legal penalties.
How can I keep my Wix website HIPAA compliant over time?
Maintaining HIPAA compliance for your Wix website demands consistent attention to security measures, privacy settings, and how data is handled. Start by treating any protected health information (PHI) as highly sensitive. Make sure Wix’s encryption features are active to safeguard this data. Limit access to PHI by setting strict permissions, ensuring that only authorized personnel can view or manage sensitive information. Regularly review these permissions, especially when team roles change.
Take advantage of tools like Wix’s Privacy Center and Security Hub to stay on top of your site’s settings. Use these features to manage cookie consent, monitor privacy configurations, and confirm that HTTPS/TLS encryption is always enabled. Schedule routine compliance reviews and run vulnerability scans to identify and address potential issues early.
Avoid using Wix’s native forms to collect PHI, as they are not HIPAA-certified. Instead, guide patients to a secure third-party portal or contact method that complies with HIPAA standards. Ensure any external service you use has a signed Business Associate Agreement (BAA) and meets strict encryption and access control requirements. By following these practices, you can help keep your website compliant and secure over time.
