BAEZ TECH SOLUTIONS

Overview
In a healthcare environment, ensuring third-party applications are compliant with HIPAA and other security standards is non-negotiable. To streamline this process, we built a Zap that automates a first-level security assessment of new apps that are identified via OAuth before they’re even considered for use.

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Goal
Reduce manual research time and create an automated, standardized process for evaluating third-party applications against HIPAA compliance and data security best practices.

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Workflow/Design
Zap Name: Automate Pre-Check Security Assessment
1. Trigger
• When a new app entry is submitted (App Name, Category, and Scope), the Zap is triggered.
2. Zapier AI Action
• Zapier AI is prompted with a custom prompt that evaluates the app from the perspective of a cybersecurity analyst in a healthcare organization.
• AI performs real-time web research using the app details.
3. Prompt Includes:
• Instructions to check for HIPAA compliance, BAA availability, known breaches, or red flags in privacy policies.
• The AI must return:
• A clear recommendation
• Explanation for the decision
• Provide URLs to the sources of research
4. Gmail Action
• The final evaluation is formatted and automatically emailed to the IT team with:
• App Name
• Evaluation
• Key Points
• Recommendation
• Sources for reference

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Impact
This Zap saves the IT and compliance teams hours per week by:
• Standardizing preliminary app evaluations
• Reducing time spent researching repetitive requests
• Ensuring all recommendations are documented with sources
• Increasing visibility and accountability through email notifications

By integrating Zapier AI into our security workflow, we’ve automated a previously manual, inconsistent process—without sacrificing accuracy or depth.