GDPR and HIPAA data request management

Purpose

1.1. Automate, manage, and track GDPR and HIPAA data access, modification, and deletion requests, ensuring psychotherapy clinics comply with legal requirements.
1.2. Automate acknowledgment of requests, verify patient identity, route requests for review, manage approval or denial, notify requestors, and retain comprehensive records automatically.
1.3. Automator ensures audit trails, automated compliance response documentation, and automated escalation of overdue requests.

Trigger Conditions

2.1. Incoming email-based data request (access/correction/deletion).
2.2. Web form submission for data subject request.
2.3. Patient portal message flagged for compliance action.
2.4. API-triggered request from external legal entity.
2.5. Manual flagging by clinic staff via internal dashboard.

Platform Variants

3.1. Microsoft Outlook
• Feature/Setting: Automate monitoring “compliance@” mailbox, trigger automated workflow on matching subjects; Rule: “On email subject ‘Data Request’, start flow.”
3.2. Google Workspace
• Feature/Setting: Automate Gmail label filtering; configure Apps Script to initiate automation on label “GDPR/HIPAA-request.”
3.3. Twilio SMS
• Feature/Setting: Automate SMS receipt by webhooks, trigger workflow on keyword “DATA ACCESS,” auto-send consent validation reply.
3.4. Zendesk
• Feature/Setting: Automate ticket categorization to “Regulatory Request”; auto-assign to compliance queue.
3.5. Salesforce Health Cloud
• Feature/Setting: Automate case creation using “Data Subject Request” API integration for audits.
3.6. ServiceNow
• Feature/Setting: Automate incident or request item with custom form for GDPR requests, automated routing and escalation.
3.7. Dropbox Business
• Feature/Setting: Automate search of patient records using “/files/search_v2”; auto-export, redact, and prepare files for delivery.
3.8. DocuSign
• Feature/Setting: Automate sending consent signature requests using “Envelopes::create” API.
3.9. Google Drive
• Feature/Setting: Automate retrieval and deletion using Drive API file search and delete endpoints.
3.10. AWS S3
• Feature/Setting: Automate search and event-based deletion using “ListObjectsV2” and “DeleteObject” APIs.
3.11. Slack
• Feature/Setting: Automate compliance notifications to #compliance channel for audit preparation.
3.12. Box
• Feature/Setting: Automate file retrieval using “Search” and “Download File” API.
3.13. Asana
• Feature/Setting: Automate creation of compliance tasks for each request using Project Task API.
3.14. Monday.com
• Feature/Setting: Automate request status boards, update on request progress via API.
3.15. Jira Service Management
• Feature/Setting: Automate issue creation for each data request using REST API endpoint.
3.16. Zoho CRM
• Feature/Setting: Automate contact retrieval and flag with “GDPR Request” tag using Zoho API.
3.17. HubSpot
• Feature/Setting: Automate contact property updates and email sequences on compliance requests.
3.18. Google Forms
• Feature/Setting: Automate submission collection and event triggers via Google Apps Script.
3.19. Okta
• Feature/Setting: Automate user data export and termination upon validated deletion requests.
3.20. OneDrive for Business
• Feature/Setting: Automate search and controlled sharing/removal using Graph API endpoints.
3.21. Intercom
• Feature/Setting: Automate case flagging and workflow step triggers on compliance conversation tags.
3.22. Freshdesk
• Feature/Setting: Automate ticket workflows, auto-tag and notify compliance with webhook automation.

Benefits

4.1. Automating request tracking improves audit readiness and minimizes manual errors.
4.2. Automation ensures deadlines for responses are met, reducing regulatory risk.
4.3. Automated traceability and centralized documentation enhance transparency.
4.4. Automate staff workload reduction, streamline compliance with GDPR/HIPAA, and foster patient trust.
4.5. Automated escalations improve incident resolution and minimize breach risks through proactive action.