EagleWorks AIOpelika Chamber of Commerce

AI: Built for Business

Tuesday, November 17, 2026

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Gemini

Last verified November 11, 2026

Patient data (BAA)

Handle patient information? Sign Google's BAA once, then let Gemini help with your email.

This page is for dental, medical, therapy, and other practices covered by HIPAA. An email like "Hi, it's Jane, can I move my cleaning to Thursday?" counts as patient information, even with no diagnosis in it. Before Gemini reads mail like that, your practice needs a Business Associate Agreement (BAA) with Google.

Turning off "use my chats to train" isn't enough. HIPAA cares about who receives the information, not just what they do with it. Google's BAA is free and takes about ten minutes to accept. Once it's in place, Gemini on your work account can draft replies and sum up your day's requests.

Before you start

Accept Google's BAA

10 minutesFacilitator checkStuck?

One person does this once for the whole practice: the super administrator on your Google account. Nobody else on your team has to click anything.

Or go straight there: admin.google.com/ac/companyprofile/legal

  1. Sign in with your super administrator account.
  2. Scroll to Security and Privacy Additional Terms.
  3. Click Google Workspace/Cloud Identity HIPAA Business Associate Amendment and read it.
  4. Click Review and Accept, then answer the three questions confirming your practice is a HIPAA covered entity.
  5. Click OK.
  6. Take a screenshot of the accepted amendment and save it with your HIPAA records. Google suggests keeping it as proof.

Know what's covered

5 minutesStuck?

The BAA covers Google Workspace, including Gemini when you're signed in with your work account. It doesn't cover everything with a Google logo on it. Share this short list with your team.

Covered once you accept Not covered
Gmail, Calendar, and Drive Gemini on a personal @gmail.com account
Gemini on your work account, at gemini.google.com Gemini in Chrome
Gemini inside Gmail: Help me write, suggested replies, and the side panel Third-party add-ons and browser extensions
Gemini in Docs, Sheets, and Meet Other AI tools: Claude, ChatGPT, Copilot, unless your plan has its own BAA

Use Gemini on patient email

10 minutesFacilitator checkStuck?

With the BAA accepted, Gemini works on your email the same way as on the main Setup tab. On most work accounts, Gmail is already connected. If @Gmail doesn't show up, ask your admin to turn on Gemini's access to Google Workspace apps. A few habits keep it safe.

  1. Open gemini.google.com and check the picture at the top right. It should be your work account.
  2. Start any email request with @Gmail so Gemini knows to look in your inbox.
  3. Ask for only what you need. Names and appointment times, yes. Treatment details, leave them out.
  4. Read every draft before it goes out. Gemini drafts, you send.
Today's requests
@Gmail list today's emails from patients asking to book, move, or cancel an appointment. For each one, give me the name, what they want, and a one-line suggested reply. Leave out any treatment or health details.
Draft a reply
@Gmail draft a reply to the most recent email from [patient name] confirming their new appointment time. Keep it to the date, time, and our address. No treatment details. Don't send it.

Wondering what else you could connect or set up? Ask what's possible