In the rapidly evolving landscape of healthcare technology, the secure and reliable management of patient data is a necessity.
Medical record vendors are entrusted with protected health information (PHI). From electronic health record (EHR) systems to services that facilitate chart requests and health information exchange, these vendors are a critical extension of a healthcare organization’s compliance and risk profile.
While adherence to the Health Insurance Portability and Accountability Act (HIPAA) is the baseline legal requirement, leading healthcare entities and their partners are increasingly demanding a higher, independently verified standard of security and operational excellence.
The SOC 2 certification embodies this standard.
For any medical record vendor, achieving a SOC 2 certification is a pivotal step that transforms their security posture from a self-proclaimed assurance into an audited and trusted credential.
What is SOC 2 Certification?
Healthcare buyers often ask vendors to provide current evidence of SOC 2 certification early in procurement.
SOC 2 certification, which stands for System and Organization Controls 2, is an auditing standard developed by the American Institute of Certified Public Accountants (AICPA). It is specifically designed for service organizations that process or store customer data.
Unlike SOC 1, which focuses on internal controls over financial reporting, a SOC 2 certification focuses on a service organization’s controls relevant to one or more of the five Trust Services Criteria (TSC):
- Security,
- Availability,
- Processing Integrity,
- Confidentiality,
- and Privacy.
The term “SOC 2 Certification” is commonly used, though the formal output is an attestation report issued by an independent CPA firm. This report is a crucial document that provides external stakeholders, namely healthcare providers, hospitals, and clinics, with the confidence that their vendor’s systems and processes effectively safeguard PHI.
The Two Types of SOC 2 Reports
The value of a SOC 2 certification depends significantly on its type:
Type I Report: This report attests to the design suitability of a vendor’s controls at a specific point in time. It essentially answers: “Are the controls in place and properly designed to meet the relevant Trust Services Criteria?”
Type II Report: This option is widely preferred. It evaluates the design and operational effectiveness of a vendor’s controls over an extended period, typically 3 to 12 months. This report is widely preferred because it demonstrates operating effectiveness over time, verifying that the vendor is not only compliant on paper but is also consistently adhering to its security policies over time.
For a medical record vendor, a SOC 2 Type II report is what partners truly seek, as it proves a culture of continuous security, which is non-negotiable when dealing with sensitive patient data. For regulated buyers, current SOC 2 certification reduces friction in vendor intake.
Why SOC 2 Matters Specifically for Medical Record Vendors
In the healthcare sector, where data breaches can lead to massive fines, reputational damage, and, most critically, compromised patient trust, SOC 2 certification compliance serves as a profound differentiator and a business imperative.
1. Strengthening the Security Posture Beyond HIPAA
While HIPAA is the law, its language can sometimes be interpretive, focusing on what must be protected. SOC 2 certification, however, provides a structured, detailed framework that addresses how to achieve that protection.
- Alignment with the HIPAA Security Rule: The SOC 2 certification framework, particularly the Security criteria (which is mandatory for all SOC 2 reports), has significant overlap with the Administrative, Physical, and Technical Safeguards in the HIPAA Security Rule and can be mapped to those requirements. It requires formalized, documented controls for areas like access control, risk assessment, continuous monitoring, and incident response, all critical for safeguarding PHI.
- Comprehensive Data Protection: SOC 2 certification goes beyond PHI to protect the broader technology systems that handle the data. It necessitates controls that address modern cyber threats, including intrusion detection, robust change management, and formalized vendor risk management.
- Independent validation and ongoing assurance. A SOC 2 certification Type II report tests whether controls operate effectively over a defined period and documents exceptions and remediation. That evidence accelerates security reviews and strengthens audit readiness.
2. Building Trust and Accelerating Vendor Compliance
For a Covered Entity (like a hospital), a new medical record vendor is a risk until proven otherwise. The vendor selection process, or vendor due diligence, is often long and involves burdensome security questionnaires that can delay sales cycles by months.
- Accelerated Vendor Assessment: A clean SOC 2 certification Type II report instantly addresses hundreds of security questions in a standardized, independently verified format. For the customer, reviewing the report is faster and more reliable than sifting through proprietary, self-reported security documents. This accelerates their vendor compliance process significantly.
- The Business Associate Agreement (BAA): A BAA is required between a Covered Entity and its Business Associate (the medical record vendor). A Business Associate Agreement is required under HIPAA regardless of SOC 2 status; a SOC 2 certification streamlines due diligence and can expedite security reviews.
- Shared responsibility clarity. SOC 2 certification reporting identifies complementary user entity controls and subservice organization controls, making it clear what the vendor manages and what the covered entity must operate.
3. A Competitive and Marketable Advantage
In a crowded market of health-tech solutions, a SOC 2 Type II report is a non-negotiable entry ticket for enterprise contracts and a powerful competitive advantage.
- Enterprise Readiness: Larger healthcare systems and payers will often mandate a Type II report as a minimum requirement for partnership. Without it, a vendor is immediately excluded from lucrative contracts.
- Proof of Maturity: Achieving and maintaining SOC 2 compliance signals to the market that a vendor has reached a high level of operational maturity, demonstrating a commitment of resources and executive focus on security and reliability.
- Fewer RFP disqualifications. Many enterprise RFPs screen out vendors without SOC 2 Type II, so current attestation helps teams advance to evaluation instead of being cut in the first pass.
The Five Trust Services Criteria in a Healthcare Context
A SOC 2 certification audit can cover any combination of the five Trust Services Criteria (TSC), but for a medical record vendor handling sensitive patient data, the following criteria are essential:
Security
Security protects systems and data from unauthorized access, use, or modification. In healthcare, it safeguards PHI across intake, processing, delivery, and storage and builds trust with auditors and patients.
- Strong authentication with multi-factor for workforce and privileged access
- Least-privilege, role-based access with periodic access recertifications
- Centralized logging, monitoring, and intrusion detection with actionable alerts
- Ongoing risk management including vulnerability scanning, patching, and hardened baselines
- Documented and tested incident response with after-action reviews
These controls reduce the likelihood and impact of security incidents that could expose PHI or disrupt care. They also produce clear evidence for audits and vendor reviews, helping teams demonstrate compliance and move through procurement faster.
Availability
Availability addresses uptime and performance commitments so teams can access records on time. Small interruptions can create backlogs and missed deadlines, so resilience and recovery matter.
- Clear SLOs and SLAs with defined RTO and RPO aligned to clinical priorities
- Redundant architecture and failover across critical services and, where feasible, zones or regions
- Backups with routine restore tests including immutable copies and offsite replication
- Uptime, workflow, and capacity monitoring with synthetic checks and load testing
- Change management with maintenance windows, rollback plans, and stakeholder notifications
These practices reduce downtime and keep record requests moving, which helps teams meet request deadlines and contractual SLAs. Strong availability controls also produce clear evidence for audits and vendor reviews, speeding procurement and strengthening trust.
Confidentiality
Confidentiality limits exposure of PHI and other sensitive data to approved users and uses. It enforces minimum-necessary access and controls how data moves inside and outside the system.
- Data classification and minimum-necessary access enforced through role-based policies
- Encryption in transit and at rest using TLS 1.2 or higher for transport and strong algorithms such as AES for storage
- Managed key lifecycle in a KMS or HSM with rotation and revocation
- Secure sharing and delivery with recipient verification and link expiry
- Access logging and anomaly alerting with routine reviews of PHI access
These practices reduce the likelihood and scope of a breach, protect patient trust, and support HIPAA and contractual requirements. They also produce clear evidence for audits and vendor reviews, which speeds due diligence and strengthens renewal and onboarding outcomes.
Processing Integrity
Processing integrity ensures system processing is complete, valid, accurate, timely, and authorized. In records workflows, the right request must route correctly and deliver the exact chart intended.
- Intake verification and authorization including purpose-of-use and required documentation
- Automated validation rules for required fields, formats, and cross-record consistency
- Deterministic routing with exception queues for outliers and manual review
- Final delivery checks and reconciliations including hashes and page-count confirmation
- Comprehensive audit trail and chain of custody showing who did what and when
These practices reduce misdelivery and omissions, protect patient safety, and provide defendable evidence that records were processed as intended. They also shorten security reviews by demonstrating that integrity controls operate reliably in day-to-day work.
Privacy
Privacy governs how personal information is collected, used, retained, disclosed, and disposed of according to stated commitments. It proves PHI handling matches what you promise.
- Privacy governance with accountable owners and current policies
- Consent and legal basis management plus timely fulfillment of individual rights requests
- Minimum necessary and purpose limitation enforced in workflows and access policies
- Third-party oversight with BAAs or DPAs and periodic assessments
- Retention schedules and secure deletion with documented, verifiable disposal
These practices reduce the likelihood and impact of privacy incidents, protect patient trust, and support HIPAA and contractual requirements. They also generate clear evidence for audits and vendor reviews, which speeds due diligence and strengthens renewals and onboarding.
How SOC 2 Certification Fits Healthcare Procurement
Security reviewers often use SOC 2 certification as a primary gate before they proceed to contract terms. For many healthcare buyers, SOC 2 certification is the first security checkpoint during vendor selection.
Covered entities and large medical groups often follow a predictable procurement path: initial screening, security questionnaire, evidence review, and legal approval. A current SOC 2 report accelerates each step because it concentrates control design and operating evidence in one independent report. Teams can map key controls to HIPAA requirements, review exceptions and remediation notes, and confirm the period covered. When a vendor maintains an ongoing SOC 2 certification program, security reviewers spend less time chasing screenshots and more time validating whether the solution meets their risk posture.
For medical record vendors, this process has practical implications. Your team should prepare a redacted package under NDA that includes the latest SOC 2 report, a responsibility matrix for shared controls, and a concise summary of how SOC 2 certification supports the protection of PHI throughout intake, fulfillment, delivery, and audit logging. The result is a faster, more confident yes.
Buyer Due Diligence Checklist for SOC 2 Certification
A current SOC 2 certification simplifies reviews and speeds approvals. Use this quick checklist to structure vendor reviews without reinventing the wheel:
- Is a current SOC 2 certification available under NDA, and which Trust Services Criteria are in scope?
- What time period does the Type II report cover, and are there any exceptions with documented remediation?
- Do logging, access reviews, and incident response artifacts align with the vendor’s SOC 2 certification controls?
- How are shared responsibilities defined between the vendor and the covered entity for safeguards and monitoring?
- What cadence does the vendor follow to renew their SOC 2 certification and maintain evidence quality year over year?
These steps make SOC 2 certification reviews faster and more predictable.
When a vendor keeps SOC 2 certification current, procurement teams move faster with fewer follow up requests.
A Practical Path to Readiness
Define control owners, ticket flows, and evidence cadence so SOC 2 certification proceeds smoothly and finishes on time.
If your organization is planning a SOC 2 examination, start with a focused gap assessment against Security and any additional criteria your buyers expect. Define control owners, evidence formats, and a monthly collection cadence so you are not scrambling at the end of the audit period. For a Type II examination, expect the auditor to test operating effectiveness over a defined period of 3 to 12 months. Keep tickets, approvals, and change logs tidy so the evidence trail is easy to follow during SOC 2 certification.
If your team is evaluating SOC 2 certification, start with Security and add criteria your customers request most. Set monthly checkpoints so SOC 2 certification stays on schedule and evidence collection does not pile up at the end.
Frequently Asked Questions
What is SOC 2 certification for a medical record vendor?
Many buyers use SOC 2 certification as shorthand for an independent attestation that evaluates a vendor’s controls for Security and related criteria that protect PHI in daily operations.
Do covered entities require SOC 2 certification to sign a BAA?
A Business Associate Agreement is required under HIPAA. SOC 2 certification is not mandatory, but it streamlines security reviews and provides structured evidence during due diligence.
Type I vs. Type II: which SOC 2 certification should we ask for?
Buyers usually prefer a Type II report because it shows operating effectiveness over time. Many accept Type I if a vendor is early in their SOC 2 certification journey and provides compensating documentation.
Which Trust Services Criteria should be in scope for SOC 2 certification?
Security is mandatory. Availability, Confidentiality, Processing Integrity, and Privacy are included based on risk and customer expectations during SOC 2 certification.
How often should a vendor renew SOC 2 certification?
Most vendors renew their SOC 2 certification annually to keep evidence current for customers and regulators.
Maintaining current SOC 2 certification shows customers that controls operate reliably over time.
Achieving Audit Readiness: The Path to Compliance
Achieving SOC 2 compliance is a journey that requires commitment and cross-organizational effort. It is a process of reaching audit readiness by systematically implementing controls and demonstrating their operational effectiveness.
Key Steps to Readiness:
- Define Scope and Criteria: Determine which of the five Trust Services Criteria are relevant to the services provided. For medical record vendors, Security, Confidentiality, and Privacy are often non-negotiable additions to the mandatory Security criteria.
- Conduct a Gap Analysis: An initial assessment is performed to compare existing security controls and documentation against the chosen SOC 2 criteria. This identifies the “gaps” that need to be addressed.
- Implement Controls and Policies: New policies must be written, documented, and officially adopted by the organization’s management. Technical controls, such as implementing robust access control measures, formalizing incident response plans, and deploying continuous monitoring tools, are then implemented.
- Evidence Collection and Training: The organization must collect evidence to prove that the implemented controls are operating effectively. This is the period (3 to 12 months for a Type II) where the company operates under the new formalized controls. Employee training on new security policies is also critical.
- Engage an Independent Auditor: A licensed CPA firm that specializes in SOC audits performs the external assessment, which culminates in the final SOC 2 report.
Soc 2 Certification for Modern Medical Record Vendors
For medical record vendors operating today, SOC 2 Type II compliance is moving from a “nice-to-have” to a foundational requirement. It’s the widely preferred third-party assurance approach that an organization’s security controls, the digital walls safeguarding patient data, are robust, consistently effective, and aligned with industry-leading standards.
In the trust-critical realm of healthcare, a vendor’s commitment to SOC 2 not only mitigates organizational risk but actively accelerates business growth by providing immediate, verifiable proof of a world-class security posture. It is a necessary investment that secures partnerships, protects patient trust, and solidifies a vendor’s place as a reliable and compliant leader in health information management.
Why ChartRequest: Certified Controls and Audit-Ready Workflows
ChartRequest is a medical records exchange platform for providers, payers, and requestors. We standardize release of information from intake to delivery.
Teams use ChartRequest to digitize intake, verify identity, route requests, track status in real time, and deliver records through secure channels with a complete audit trail. You can run the process yourself with Self-Service or add our Full-Service team when you need capacity.
ChartRequest maintains third-party validated security programs so you can move faster with confidence. Our SOC 2 Type II attestation and HITRUST certification demonstrate that controls are designed and operating effectively across the workflows that handle protected health information.
- Independent certifications that matter. Dual assurance with SOC 2 Type II and HITRUST CSF gives healthcare buyers a clear signal on control rigor and consistency.
- HIPAA-first platform with a complete audit trail. Standardized, digital workflows record who accessed what and when, supported by two-factor authentication and activity logs providers can retain for compliance.
- Encryption and least-privilege access. PHI is encrypted in transit and at rest, with role-based access controls to limit exposure to only what a user needs to do the job.
- Business Associate Agreement on file. ChartRequest executes BAAs and provides required contractual safeguards for PHI.
- Operational visibility for compliance. Real-time status, secure delivery, and an end-to-end audit trail make it easier to demonstrate due diligence to internal reviewers and external stakeholders.
- Timely fulfillment that supports Right of Access timelines. Our services and tooling help organizations meet request deadlines with predictable, trackable delivery.
Schedule a demo to walk through release of information workflows, review our security overview, and discuss the evidence we can share under NDA for your security questionnaire. We will map how our SOC 2 Type II and HITRUST certifications support your policies, shorten procurement, and protect PHI at scale.
