Based on comments from online school psychology forums, it has been observed that Zoom is the most popular teleconferencing platform for holding IEP meetings. Zoom can be used on your computer or phone, and it has many features to help facilitate meetings virtually. Zoom usually has a 40-minute time limit on meetings for those with free accounts; however, as a result of schools being affected by the coronavirus, Zoom has removed the 40-minute time limit for school staff. Thus, if you sign in with your school district's email account, you can use Zoom freely and without restrictions.
Click Here for Zoom's Website
Another popular platform is Doxy.me, which is HIPAA-compliant and allows participants in the meeting to access a link from a computer, tablet, or phone without needing to download the platform.
Click Here for Doxy’s Website
Savannah Armijo is a school psychologist who provided remote services for four years and describes her experience conducting IEP meetings virtually in the following statement. “A link for an eligibility or IEP meeting could be sent to each member of the team (including parents) and the document on the screen is shared with participants. Conference calls were connected into the online meeting if someone could not use the online platform.” Savannah was part of the team who developed the following NASP resource:
Virtual Service Delivery in Response to COVID-19 Disruptions
The Department of Education has confirmed that it is permissible for IEP meetings to not be held in person. “Teams are not required to meet in person while schools are closed.”
(Click Here for Full Statement by DOE)
The US Department of Health and Human Services provides recommendations for various HIPAA-compliant video communication products. “The list below includes some vendors that represent that they provide HIPAA-compliant video communication products and that they will enter into a HIPAA BAA.”
• Skype for Business / Microsoft Teams
• Updox
• VSee
• Zoom for Healthcare
• Doxy.me
• Google G Suite Hangouts Meet”
Click Here for Full Statement from USHHS
Although Zoom for Healthcare is HIPAA-compliant, Zoom’s basic plan is not. When choosing whether to use the free option for Zoom during this time of crisis, please consider information from the following three paragraphs.
On its website, Zoom provides more information regarding the security of its platform and the protection of meetings, data, and privacy. “Communications are established using 256-bit TLS encryption and all shared content is encrypted using AES-256 encryption. Chat can be encrypted for HIPAA-compliant settings.”
Click Here for Zoom’s Website
NASP recommends following HIPAA and FERPA regulations when providing telehealth services. “Practitioners are cautioned to follow all HIPAA regulations, rather than just FERPA regulations. Ensuring secure technology is paramount, as is ensuring that appropriate informed consent is explained and obtained. Districts and third-party providers may not provide liability protections to practitioners, and it is unclear how school psychologists who engage in telehealth practices would fare in a due process or legal proceeding.”
Click Here for Full Statement From NASP
Please also keep in mind the following statement from HHS. “OCR will exercise its enforcement discretion and will not impose penalties for noncompliance with the regulatory requirements under the HIPAA Rules against covered health care providers in connection with the good faith provision of telehealth during the COVID-19 nationwide public health emergency. This notification is effective immediately.”
(Click Here for Link to Full Statement From HHS)