📹 Zoom Integration Guide
Zoom Integration — Complete Setup & User Guide
Everything you need to connect PsychAssistAI to your Zoom Business account, configure HIPAA-compliant settings, run sessions, generate notes, and manage or remove the integration.
Requirements
Before connecting PsychAssistAI to Zoom, you must have the following in place. These are not optional — they are required for HIPAA compliance.
Important: Using a Free or Pro Zoom account for clinical sessions is a HIPAA violation risk. Only Zoom Business plans and above are eligible to sign a Business Associate Agreement (BAA) with Zoom, which is legally required when conducting mental health sessions via video.
Required Zoom Plan & Settings
Zoom PlanBusiness or higher REQUIRED
Cloud RecordingENABLED REQUIRED
Automatic Cloud RecordingON REQUIRED
HIPAA ModeACTIVE REQUIRED
Zoom BAASIGNED REQUIRED
Local RecordingMUST BE DISABLED
Recording Link SharingMUST BE DISABLED
If you do not yet have a Zoom Business account, contact us at (571) 214-6228 and we will walk you through the setup process at no extra charge.
Adding PsychAssistAI to Zoom
PsychAssistAI connects to your Zoom account through OAuth — the same secure authorization method used by major apps. You never share your Zoom password with us.
Step-by-step: Authorize the connection
1
Log into your PsychAssistAI account
Go to app.psychassistai.com and sign in with your account credentials.
2
Open Settings → Integrations
Click your profile icon in the top right, then go to Settings. Select the "Integrations" tab.
3
Click "Connect Zoom Account"
You will see a Zoom integration card with a "Connect" button. Click it.
4
Authorize on Zoom's website
You will be redirected to zoom.us. Log in with your Zoom Business account credentials. Review the permissions PsychAssistAI is requesting (cloud recording access only) and click "Allow."
5
You're connected
You will be redirected back to PsychAssistAI. Your Zoom account will show as "Connected" with a green indicator. The entire process takes about 30 seconds.
What permissions we request: PsychAssistAI only requests access to retrieve completed cloud recordings from your Zoom account. We do not access your Zoom contacts, calendar, chat messages, or any other account data.
Configuring Zoom HIPAA Settings
These settings must be configured in your Zoom admin account before using PsychAssistAI. If you are not the Zoom account admin, ask your admin to complete these steps.
Enable cloud recording and disable local recording
1
Go to zoom.us and sign in as Account Admin
You must be the account owner or admin to change these settings.
2
Navigate to Account Management → Account Settings → Recording tab
Click "Account Management" in the left sidebar, then "Account Settings," then the "Recording" tab at the top.
3
Enable Cloud Recording and set to Automatic
Toggle "Cloud Recording" to ON. Then find "Automatic Recording" and toggle it ON. Under automatic recording options select "Record in the cloud" (not local).
4
Disable local recording
Find "Local Recording" and toggle it OFF. Click the lock icon next to it to prevent individual users from re-enabling it.
5
Disable recording link sharing
Find "Cloud Recording Sharing" and turn it OFF. This prevents recording links from being shared externally, which would be a PHI disclosure.
6
Lock all settings
Click the lock icon next to each required setting to prevent users from changing them. This ensures every clinician on your account follows the same HIPAA-compliant configuration.
Enable HIPAA mode
1
Go to Account Settings → Security tab
Still in Account Management → Account Settings, click the "Security" tab.
2
Find the HIPAA section and enable it
Scroll down to find the Healthcare or HIPAA section. Toggle HIPAA mode ON. If you do not see this option, contact Zoom support or email us at (571) 214-6228 — it may need to be enabled on your account tier.
Signing Your Zoom BAA
A Business Associate Agreement (BAA) with Zoom is legally required before conducting HIPAA-covered clinical sessions. This must be done from your Zoom admin account.
Legal requirement: Without a signed Zoom BAA, Zoom has no obligation to protect your patients' PHI. Your practice bears full liability for any breach that occurs through an un-BAA'd Zoom account. This step is not optional.
1
Option A — Through Zoom account settings
Log in as admin → Account Management → Account Settings → Security tab. Look for a HIPAA or Healthcare section with a BAA option. If available, follow the on-screen steps to accept the BAA digitally.
2
Option B — Contact Zoom directly
If the BAA option is not visible in your settings, email healthcare@zoom.us with your account email and request BAA activation. Subject line: "BAA Request — Zoom Business Account." Zoom typically responds within 1–2 business days.
3
Save your signed BAA
Download a copy of your signed Zoom BAA and store it securely. You may need to produce it during a HIPAA audit. We recommend storing it in your AWS S3 account or a secure document management system.
Need help? Call us at (571) 214-6228 and we will walk you through the process step by step.
Connecting Your PsychAssistAI Account
Once your Zoom account is configured with the required HIPAA settings and BAA, you are ready to connect it to PsychAssistAI. Follow the steps in the Adding PsychAssistAI to Zoom section above.
What happens after you connect
- PsychAssistAI receives an OAuth token that allows it to retrieve completed cloud recordings from your Zoom account
- The connection is confirmed with a green "Connected" status in your Settings → Integrations page
- Future sessions you conduct on Zoom will automatically be picked up for note generation after the recording completes
- You do not need to do anything special during or after sessions — the integration works automatically
Connecting multiple clinicians
For Group Practice accounts, each clinician connects their own individual Zoom account to PsychAssistAI from their own profile settings. The practice admin does not need to connect on their behalf.
Running Sessions
Once your Zoom account is connected, your clinical workflow stays exactly the same. There is nothing extra to do during a session.
Nothing changes for you or your client. Conduct your session exactly as you always have. As long as automatic cloud recording is enabled on your Zoom account, the recording happens automatically and PsychAssistAI picks it up when the session ends.
What happens behind the scenes
1
You conduct your session on Zoom normally
Zoom automatically records to cloud — no manual action needed.
2
Session ends — recording uploads to Zoom cloud
This typically takes a few minutes depending on session length.
3
PsychAssistAI picks up the recording via webhook
Zoom notifies PsychAssistAI that a new recording is ready. Our AWS infrastructure retrieves it securely.
4
AI generates your clinical note
The recording is transcribed and sent to Claude on AWS Bedrock. A draft SOAP, DSM-5, ICD-10, and ROS note is generated.
5
Note appears in your dashboard for review
You receive a notification that your note is ready. The raw recording file is deleted from our processing queue after the note is generated.
Reviewing & Approving Notes
Every AI-generated note must be reviewed and approved by a licensed clinician before it can be exported. This is both a legal requirement and a core design principle of PsychAssistAI.
You are responsible for every note. AI-generated content is a draft. You must review it, correct any inaccuracies, and approve it before it becomes part of a patient's clinical record. The clinician is always the final authority.
1
Open the note from your dashboard
Notes pending review appear in your dashboard under "Pending Review." Click the note to open the full review interface.
2
Review all sections carefully
Read through the Subjective, Objective, Assessment, and Plan sections. Check DSM-5 criteria, ICD-10 codes, and ROS documentation for accuracy.
3
Edit any content that needs correction
Click any section to edit. Update any inaccurate, incomplete, or clinically inappropriate content. The note is yours to modify fully.
4
Click "Approve Note"
When satisfied with the note, click the "Approve Note" button. This formally signs off on the note and makes the export option available.
Exporting to Your EHR
Once a note is approved, you can export it directly to your Electronic Health Record system with one click.
1
Open an approved note
Approved notes appear in your dashboard under "Approved — Ready to Export."
2
Click "Export to EHR"
Select your EHR system from the dropdown. Supported formats include SimplePractice, TherapyNotes, Jane App, TheraNest, Valant, CSV, and PDF.
3
Note is transferred securely
The note is transmitted directly to your EHR over an encrypted connection. It does not pass through any local device storage.
No PHI is ever downloaded locally. The export goes directly from our AWS infrastructure to your EHR system. Nothing is saved to your laptop, phone, or desktop computer.
Managing Permissions
PsychAssistAI requests only the minimum permissions needed to retrieve your Zoom cloud recordings. You can review what access has been granted at any time.
To review current permissions
1
Log into zoom.us
Go to zoom.us and sign in to your Zoom Business account.
2
Go to App Marketplace → Manage → Installed Apps
In the top navigation click "Solutions" then "Zoom App Marketplace." Sign in if prompted, then click your profile → Manage → Installed Apps.
3
Find PsychAssistAI and review permissions
Click PsychAssistAI to see exactly what data access has been granted. You can also revoke access from this screen.
Disconnecting Zoom from PsychAssistAI
You can disconnect your Zoom account from PsychAssistAI at any time. This does not delete your existing notes or session data.
1
Go to Settings → Integrations in PsychAssistAI
Log into app.psychassistai.com, click your profile icon, go to Settings → Integrations.
2
Click "Disconnect" next to your Zoom account
Confirm the disconnection when prompted. PsychAssistAI will immediately revoke its access to your Zoom account.
3
Optionally revoke from Zoom's side as well
To be thorough, also revoke access from Zoom's Installed Apps page (see Managing Permissions above).
After disconnecting, new Zoom sessions will no longer be processed. Existing approved notes remain in your account and can still be exported.
Removing PsychAssistAI Completely
To fully remove PsychAssistAI from your Zoom account and close your PsychAssistAI account:
1
Export all your data first
Go to Settings → Data Export and download a full export of all your approved clinical notes. This is important — once your account is deleted, data is removed per our retention policy.
2
Disconnect Zoom (see above)
Follow the disconnection steps above to revoke PsychAssistAI's access to your Zoom account.
3
Cancel your PsychAssistAI subscription
Go to Settings → Billing → Cancel Subscription. Your account remains active through the end of your billing period.
4
Request account deletion (optional)
Email support@psychassistai.com to request full account and data deletion. We will confirm deletion within 30 days, subject to HIPAA data retention requirements.
What Happens to Your Data
No PHI is ever stored on a local device. All session recordings, transcripts, and notes live exclusively on encrypted AWS infrastructure. Raw session audio is deleted after note generation. Clinical notes are retained for a minimum of 7 years per HIPAA requirements. Your data is never used to train any AI model.
For full details see our Privacy Policy and Zoom integration data handling section.
Common Issues & Troubleshooting
Note didn't generate after my session
Check your Zoom account to confirm the cloud recording completed. Go to zoom.us → Recordings. If the recording is there but no note appeared within 15 minutes, go to your PsychAssistAI dashboard → Sessions and click "Retry Processing." If it persists contact support.
Zoom says "Access Denied" when connecting
Make sure you are logged in to your Zoom Business account (not a personal account). Only Business plan accounts and above can authorize PsychAssistAI. If you are on the right plan, try logging out of Zoom completely and reconnecting.
My Zoom account shows as disconnected
Zoom OAuth tokens can expire or be revoked. Go to Settings → Integrations in PsychAssistAI and click "Reconnect Zoom." If the issue persists, revoke access from Zoom's Installed Apps page and then reconnect fresh.
Notes are generating but missing content
This can happen if the session audio quality was poor or if Zoom's recording was interrupted. Check that your internet connection is stable during sessions and that your microphone settings in Zoom are set to record all participants. Contact support if the issue is consistent.