Healthcare Video Compliance Checklist

Everything your dental or medical practice needs to verify before filming video content. Covers HIPAA requirements, consent documentation, on-camera guidelines, and clinical filming best practices. Print this or save it for your next shoot.

1. Patient Consent & Authorization

Standard intake forms do not cover video/photo usage. You need a separate, specific authorization.

• HIPAA Video/Photo Authorization Form signed by every patient who will appear on camera (face, voice, or identifiable body features)
• Form specifies usage scope: website, social media, advertising, print materials, third-party platforms (list each)
• Form includes revocation clause: patient can withdraw consent at any time in writing, and practice will remove content within a reasonable timeframe
• Minors: parent or legal guardian signature required — the minor cannot consent on their own behalf
• Form is dated and witnessed by a staff member (not the treating provider)
• Copy provided to the patient and original stored in a secure, accessible location separate from medical records
• Verbal consent on camera obtained in addition to written form (recommended, not legally required, but provides extra protection)
• Staff consent forms signed by any employees who will appear in video content — employment does not automatically grant filming rights

2. What You Can and Can't Show on Camera

3. Pre-Shoot Preparation

• Designate a compliance officer for the shoot — one staff member whose sole job is scanning each setup for PHI and unauthorized individuals in frame
• Schedule filming during off-hours or block a low-traffic window (before open, lunch break, or after last patient)
• Walk through every filming location 30 minutes before cameras roll — remove or cover all patient information, turn off/cover computer monitors, clear whiteboards
• Post signage at the entrance: "Video filming in progress today. Please notify front desk if you do not wish to appear on camera."
• Prepare talking points for doctors (not full scripts) and send 48 hours in advance so they can review
• Charge all equipment and test audio/video before the doctor's time is scheduled — don't waste clinical staff time on tech troubleshooting
• Confirm all consent forms are signed before filming begins — not during or after
• Brief your production team on HIPAA basics even if they are external — they are handling PHI-adjacent environments and need to understand the stakes

4. Filming Best Practices for Clinical Settings

Lighting

• Bring at least one portable LED panel — overhead fluorescents create unflattering shadows and color casts
• Use daylight-balanced lights (5000-5600K) to complement clinical environments
• Position subjects near windows when possible for natural fill light
• Avoid mixing light temperatures (warm incandescent + cool fluorescent creates an unnatural look)

Audio

• Use a lavalier microphone for all speaking segments — clip to lab coat or scrub collar
• Test for HVAC noise, compressor hum, and adjacent-room sounds before recording
• Record 30 seconds of "room tone" (silence) in each location for post-production audio editing
• Keep backup batteries for wireless mic systems

Framing & Composition

• Frame shots to exclude walls with patient information, filing cabinets, or visible records
• Use shallow depth of field (low f-stop) to blur backgrounds — reduces risk of accidental PHI exposure
• For testimonials, position the patient in a neutral setting (consultation room, lounge) rather than a treatment chair when possible
• Shoot vertical (9:16) and horizontal (16:9) versions of key content for both website and social media use

Talent Preparation

• Provide doctors with 3-5 bullet points per video, not a word-for-word script — scripted delivery sounds stiff on camera
• Do 2-3 casual warm-up questions before recording the real content
• Keep individual takes under 60 seconds — long takes increase anxiety and mistakes
• Encourage the provider to speak to the camera as if they are talking to a patient sitting across from them

5. Post-Production & Distribution

• Review all footage for accidental PHI before editing begins — check backgrounds, reflections in glass/metal surfaces, and audio bleed
• Blur or crop any incidental PHI that made it into the frame (names on screens, documents on desks)
• Store raw footage securely — encrypted drives or HIPAA-compliant cloud storage, not personal Dropbox or Google Drive (unless your BAA covers it)
• Add disclaimers where appropriate: "Results may vary" for before-and-after content; "This video is for educational purposes and does not constitute medical advice" for procedure explainers
• Get final approval from the compliance officer or practice owner before publishing any video
• Maintain a log of which patients consented, which videos they appear in, and where those videos are published — critical for revocation requests
• If using patient testimonials in paid ads, confirm the consent form explicitly covers advertising use — organic social and paid ads are different usage categories

6. Ongoing Content Management

• Document a revocation process: who handles the request, what is the turnaround time, which platforms need to be checked
• Keep consent forms for at least 6 years after the last date the content was published (HIPAA retention requirement)
• Update your consent form annually to reflect new platforms, usage types, or regulatory changes
• Train new staff on video compliance protocols during onboarding

This checklist is provided for informational purposes and does not constitute legal advice. Consult your compliance officer or healthcare attorney for guidance specific to your practice and jurisdiction.