AI questions, answered plainly
Practical answers to what care managers ask us most about AI, privacy, and HIPAA.
Kate Brigham & Jeff Cole
What is a BAA, and why do I need one?
A Business Associate Agreement (BAA) is a contract in which a vendor agrees to share responsibility for protecting health information under HIPAA. A simple rule: no BAA, no client information.
You may not need new software to get one. If your practice runs on Google Workspace or Microsoft 365, both offer a BAA on business plans at no extra cost, and both include an AI assistant: Gemini or Copilot. How to get your BAA and where to find the AI.
Can I put client information into ChatGPT or Claude?
Not into the standard apps at chatgpt.com or claude.ai. They aren’t covered by a Business Associate Agreement (BAA), so take out anything that identifies a client first. OpenAI and Anthropic offer BAAs only on their enterprise plans, which are separate products. Which tools are covered.
If I have a BAA, is every tool in my account covered?
No. A BAA covers a defined list of services. Google publishes its list as HIPAA Included Functionality; Microsoft defines scope in its Data Protection Addendum. If a tool isn’t on the list, treat it as not covered. Personal accounts like @gmail.com can’t be covered at all. How to check.
Does a BAA mean I can securely email client details to families?
Not on its own. Your BAA covers your workspace, not a family member’s personal inbox. Be judicious about what personally identifying details you share in an email, since once they leave your workspace, there’s no way for you to ensure they stay private. More on what a BAA covers.
Do I need to tell clients I use AI?
ALCA’s Standard 14 asks members to be open with clients about using AI and to keep written policies on disclosure and privacy. Our AI policy toolkit walks you through the four questions the standard suggests and what a policy should cover.
Can I record calls and visits?
Always ask first. Recording rules vary by state, and some states require everyone on the call to agree. The tool matters too: a recorder or notetaker needs to be on a plan with a BAA before it captures client conversations. Our toolkit includes sample language for asking.
How does Care Clarity handle client information?
Ask us before you share anything. On a call, we’ll walk through which tools a workflow would use and which agreements need to be in place. We settle that together before any client information is involved.
What happens on the first call?
It’s 30 minutes and free. Schedule a time. We’ll ask where your time goes, pick the job that costs you most, and show you examples of what a better workflow could look like.
Is the software in your screenshots available now?
The screens on our site show sample data with fictional clients, never real ones. On a call, we’ll tell you plainly what’s ready, what’s in progress, and what would fit your practice.
What does it cost?
The first call is free. After that, pricing is scoped to the problem you want to solve, so we’ll talk it through once we understand your practice.
AI for Care Managers: Where to start and how to stay HIPAA-compliant
A plain-language guide to the tools you may already have, which ones need a Business Associate Agreement, and the first steps that pay off. If you read one thing here, read this.
“I got my evenings back!”
“Working with Kate completely transformed our workflow. The time saved on documentation has given me my evenings back! Kate is prepared, knowledgeable, and deeply understands the HIPAA-compliance and efficiency needs of Aging Life Care Managers®.”
AI Policy & Recording Consent Toolkit
A framework for writing an AI policy in your own words, and sample language for asking a client if you can record a visit.
Measuring Outcomes: Quantifying the Value of Aging Life Care™
Care managers have powerful stories but few ways to show what changed. What more than a dozen care management leaders shared, four outcomes to start tracking, and free tools to help.
Why should I hire a Care Manager instead of using ChatGPT?
Families are arriving with AI answers already in hand. What to say when someone asks you to justify your services versus using AI, from real conversations with Aging Life Care Professionals®.
Ask us about your practice
A 30-minute call is free. Bring your questions about AI and privacy, and the job that takes the most of your time.
or email kate@careclarity.ai
This is general information, not legal advice. For compliance decisions, check with your vendors and your attorney. Everything here is meant to inform, not to sell. When we’ve tested something ourselves, we say so. No sponsorships, no affiliate links.