Google Workspace vs Microsoft 365 for HIPAA
Short answer: Either suite can work for a HIPAA-covered company. What decides it is a signed business associate agreement, a plan that includes MFA, device management and data loss prevention, correct settings, and which suite fits your EHR and the way your staff already work.
Both Google Workspace and Microsoft 365 can support HIPAA when you sign the vendor's business associate agreement and configure the services correctly. Neither suite is ready out of the box. After you pick a suite, work through the HIPAA IT checklist for remote-first care teams and the MFA and encryption guide.
Is Google Workspace or Microsoft 365 better for HIPAA?
There is no single winner. Choose the suite you can configure correctly, that your EHR and staff already fit, and that includes the security controls you need on the plan you will actually buy.
What do both suites share?
- Both offer a BAA for paid business accounts.
- Both support multi-factor authentication, audit logs and data loss prevention on appropriate plans.
- Both offer device management options.
- You are responsible for configuration and how staff use the tools.
Side-by-side comparison
| Area | What to check |
|---|---|
| BAA | Accept it in the admin console, confirm which services it covers |
| Both cover business email under the BAA; do not rely on consumer accounts | |
| Forms and files | Google lists Forms inside Drive-related services; confirm coverage for your exact tools |
| Device management | Microsoft Intune is strong across Windows; Google offers endpoint management with a different feature set |
| Security features | Check which plan includes advanced controls like data loss prevention |
| Collaboration | Pick the suite your staff already use well |
| Cost | Compare the plan that includes the controls you need, not the base plan |
Common pitfalls
- Third-party add-ons and apps are not covered by the BAA.
- Personal accounts should never hold client information.
- Sharing links can expose files if left open.
How should you decide?
- List the controls you need: MFA, device management, DLP, retention.
- Compare the plan that offers them.
- Check which suite fits your EHR and workflow.
- Test sharing, offboarding and recovery.
Frequently asked questions
Can I use both?
Possible but complicated. Pick one for client data.
Does a signed BAA finish the work?
No. It covers the vendor's side. You still need policies, settings and training.
Which suite is easier for remote clinicians?
It depends on what your EHR and staff already use. Fit and correct configuration matter more than brand.
What MFA settings should we enable after choosing a suite?
Require MFA for every account, prefer authenticator apps or security keys, and enforce it through single sign-on where you can. Details are in the MFA and encryption guide.
Sources and last check
Last checked October 11, 2026. Confirm each vendor's current BAA coverage list and plan features in the Google Workspace and Microsoft 365 admin documentation before you buy. HIPAA obligations come from HHS OCR materials, not from the vendor marketing pages.
How Keepwell helps
Keepwell sets up and runs either platform for remote-first care teams. Get an IT assessment.