Finding a free HIPAA-compliant volunteer coordination platform is tricky, as true HIPAA compliance usually involves paid services due to the costs associated with data security, encryption, audit logs, and Business Associate Agreements (BAAs). However, here are some low-cost or free options that can help coordinate volunteers while staying mindful of HIPAA regulations, depending on your use case:
Best Free (or Low-Cost) Volunteer Coordination Tools with HIPAA Consideration
1. Trello (with HIPAA-safe practices)
- Free Plan: Yes
- HIPAA Compliance: Not officially HIPAA-compliant unless you’re on Enterprise and sign a BAA.
- Best Use: Assigning tasks, checklists, organizing schedules, and non-PHI volunteer coordination.
- Note: Do not store or transmit any Protected Health Information (PHI).
2. Google Workspace (with BAA)
- Free for Nonprofits: Yes, Google for Nonprofits.
- HIPAA Compliance: Yes, only with Workspace for Nonprofits + signed BAA
- Tools Included: Google Calendar, Forms, Docs, Sheets
- Best Use: Scheduling, applications, background checks, file sharing, and communication.
- Bonus: Integrates with tools like Zapier, Trello, and CRMs.
3. Microsoft 365 Nonprofit Plan
- Free Tier: Yes (Microsoft Nonprofit Portal)
- HIPAA Compliance: Yes, with proper configuration and signed BAA
- Tools Included: Outlook, Teams, Excel, SharePoint
- Best Use: Team collaboration, document management, secure volunteer data storage.
4. Airtable (Pro Plan for Free for Nonprofits)
- Free for Nonprofits: Yes (with application)
- HIPAA Compliance: Only on Enterprise with BAA
- Best Use: Volunteer data tracking, contact management, scheduling (non-PHI only).
5. Salesforce Nonprofit Success Pack (NPSP)
- Free for 10 Users
- HIPAA Compliance: Enterprise versions only, with BAA
- Best Use: Donor/volunteer CRM, task automation, email comms.
- Complex: Requires time or admin skills to set up securely.
HIPAA-Compliant Platforms (Not Free, but Affordable)
1. Jotform HIPAA Plan
- (Just a side note: DocupletionForms.com is planning on integrating in with Jotform to make the documents and data useable in their integration side and is also working on HIPAA Compliance.)
- Free Basic Plan: Yes (not HIPAA)
- HIPAA Compliance: Only with Gold Plan or Healthcare Plans
- Use Case: Secure intake forms, volunteer signups with sensitive data.
2. VineSpring
- HIPAA Compliant: Yes (includes BAA)
- Use Case: Faith-based or nonprofit CRM with volunteer coordination features.
Recommended Setup (Free + HIPAA-Safe Workflow)
If you want to coordinate volunteers without PHI exposure, a safe combination could be:
- Google Workspace for Nonprofits: Calendar, Sheets, Forms
- Slack (Free) or Teams: For communication
- Trello: For task management (no PHI)
- Use a HIPAA-secure platform (like Jotform Gold or Google Forms with BAA) only for PHI intake.
