Are Private Day Offices HIPAA-Compliant for Therapists?

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Looking for office space as a therapist? The HIPAA question probably gives you pause. Can a coworking space really protect client confidentiality? What’s your responsibility versus the building’s? And honestly, what does “HIPAA-compliant” even mean when you’re sharing a building with other businesses?

Here’s the good news: the right setup absolutely works. But you need to know what to look for.

Why HIPAA Compliance Matters in Your Office Space

HIPAA isn’t just regulatory red tape; it’s about creating a space where your clients can open up without worrying their deepest struggles might be overheard in the hallway.

The law requires physical safeguards that protect against unauthorized access to protected health information (PHI). Translation: people shouldn’t be able to eavesdrop on your sessions, walk into your space uninvited, or stumble across client files. Your workspace choice is the foundation of a therapist’s HIPAA compliance, and picking the wrong one makes everything else exponentially harder.

What Makes a Private Day Office HIPAA Compliant for Therapists?

Not every coworking space is built for what you do. Some are optimized for tech startups that don’t mind background noise. You need something different. Here’s what really matters in HIPAA office space:

Secure network infrastructure: Secure network infrastructure: Ask about network security and whether dedicated, encrypted access is available. It’s recommended to use a VPN when accessing client information.

Private, fully enclosed offices: Not cubicles. You want walls and a real door that closes and locks.

Soundproofing that works: Can someone outside your office hear a conversation happening inside? If yes, keep looking.

Controlled access: Keyless entry systems and monitored building access mean your space stays your space.

When you find a secure therapy office that checks these boxes, you’re working with the building instead of fighting against it to stay compliant.

Your HIPAA Responsibilities in an Office Space

Even the most buttoned-up private medical office doesn’t make you automatically compliant. The building can give you the tools, but you’re still responsible for using them correctly.

Tech Security in Your Therapist Workspace

Your tech setup is entirely on you. That means using a VPN whenever you’re accessing client information, encrypting your devices, locking down your Electronic Health Record with proper access controls, and making sure everything times out automatically if you step away.

Administrative and Physical Safeguards

How you handle paperwork matters. So does how you manage client check-ins and where you store files overnight. And those Business Associate Agreements (BAAs)? You need them with every vendor who handles PHI on your behalf: your scheduling software, your billing service, your EHR provider, all of it.

But the right workspace gives you a secure foundation to build on.

Key Considerations for a HIPAA Compliant Office Space

Before you sign anything, have an actual conversation, not a sales pitch, about how things work. Here’s what you need to nail down:

Test the soundproofing in person. Stand in the hallway during a mock session. If you can make out words through the door or walls.
Get specific about access controls. Know exactly who can unlock your door and under what circumstances. Cleaning crews, maintenance staff, building management: all of it matters.
Dig into the internet security setup. You need to know if you’re on a shared network or if there’s dedicated, encrypted access available. If the provider can’t explain their network security clearly, that should tell you something.
Gauge their experience with healthcare professionals. Some coworking providers, like Expansive, have worked extensively with therapists and understand the requirements. Others are figuring it out as they go. You want the former, not the latter.
Understand their incident response plan. If something goes wrong (a security breach or unauthorized access), how quickly will they notify you? What’s their process? You need to know this before you move in, not after.

FAQ’s

Are private day offices inherently HIPAA-compliant?

A private day office can support HIPAA compliance through the right infrastructure, but it’s not compliant just by existing. Compliance is a two-way street: the building provides the foundation, and you handle your end of the responsibilities.

What HIPAA responsibilities fall on the therapist vs. the office provider?

The provider handles the infrastructure, including privacy features to prevent overheard conversations, building security, controlled access, and a secure network. You handle everything related to how you use the space: your devices, document storage, vendor agreements, client check-in process, and day-to-day PHI management.

What physical safeguards should a private space offer?

Fully enclosed private offices, building security monitoring, lockable doors, and secure document storage options. These safeguards dramatically reduce your risk of unauthorized access to PHI.

Is shared Wi-Fi a compliance risk?

Absolutely, if it’s not properly secured. Open networks can expose PHI. You need either a dedicated, encrypted network or a VPN on any network you don’t personally control. Never assume the building’s default Wi-Fi is secure enough for sessions or client records.

How can therapists minimize HIPAA exposure in flexible offices?

Start with a private, enclosed office in a genuinely secure building. Encrypt your devices and use a VPN. Get BAAs from every vendor. Store everything, paper and digital, securely. And when you’re not sure if something’s okay, ask first.

Find a Secure Therapy Office Space That Works

The right workspace doesn’t just support your practice: it protects it. Expansive locations offer private offices with privacy features such as frosted glass and white noise machines, 24/7 keyless entry security, and infrastructure designed to support healthcare professionals. The goal is simple: you focus on your clients, we handle the rest.

Book a tour at an Expansive location near you and let the building do some of the heavy lifting.