Best Telehealth Platforms for Private Practices & MedSpas: Zoom, Google Meet, Whereby Compared

The Quick Answer

For your private healthcare or MedSpa practice, the choice depends on your primary use. Choose **Google Meet** for internal team huddles, admin check-ins, or staff training if you already use Google Workspace. It's simple for your team with no downloads needed. Choose **Zoom** for secure telehealth visits, virtual patient education workshops, or if you need professional recording (with a Business Associate Agreement, BAA, in place for PHI). It's widely recognized by patients. Choose **Whereby** for quick, low-friction patient check-ins or follow-ups where you want a custom, easy-to-remember link. Ensure you have a BAA in place for HIPAA compliance with any patient interactions.

Side-by-Side Breakdown

**Zoom:** Free up to 40 minutes for group calls. Paid plans ($15-$20/user/month for Pro) offer longer calls and more features. *Crucially, for HIPAA compliance and a Business Associate Agreement (BAA), you often need Zoom Business or Enterprise plans (starting around $200/month for 10 users),* which include advanced security, virtual waiting rooms, and administrative controls vital for private practices. It's the standard for many virtual meetings. **Google Meet:** Free for one-on-one calls. Group calls (up to 60 minutes free). Included with Google Workspace ($6+/user/month). *For HIPAA compliance and a BAA, you need a Google Workspace Business or Enterprise plan,* providing strong security features and administrative tools. It's built into Google Calendar, making scheduling patient appointments easy if you use that system. **Whereby:** Free for 1 room / 4 participants. Paid plans ($8-$17/month) offer more rooms and participants. *Whereby offers a BAA for HIPAA compliance on paid plans,* making it suitable for patient interactions. Its key feature is permanent custom room links (e.g., `yourpractice.whereby.com/telehealth`), making it very patient-friendly with no downloads.

When to Choose Zoom

Choose Zoom when: * You need a **HIPAA-compliant** platform for virtual patient visits, ensuring secure patient data (requires a BAA and appropriate plan). * You host virtual **patient education workshops** (e.g., "Managing Chronic Pain Naturally," "MedSpa Skincare Basics") or group physical therapy sessions. * You conduct larger team meetings with your entire clinical and administrative staff. * You need features like a **virtual waiting room** to ensure patient privacy and a smooth check-in process for telehealth appointments. * You want the option to record patient education sessions (always with consent and securely stored, *never PHI*). * Its high recognition means most patients are already familiar with how to use it.

When to Choose Google Meet

Choose Google Meet when: * Your private practice or MedSpa team already uses **Google Workspace** (Gmail, Calendar, Drive) for daily operations. * You need a simple, zero-download option for **internal staff meetings**, daily huddles, or quick consultations with your billing team or virtual assistant. * You schedule patient appointments and internal meetings using **Google Calendar**, as Meet links are automatically added. * You need a **HIPAA-compliant** solution for internal communications or certain patient interactions (with a BAA on a paid Workspace plan) and don't require advanced features like complex webinars or virtual waiting rooms.

When to Choose Whereby

Choose Whereby when: * You prioritize the **easiest possible patient experience** for virtual consultations, follow-ups, or initial screenings. Patients simply click a link—no app downloads or accounts needed. * You want a **permanent, branded room link** (e.g., `yourpractice.whereby.com/telehealth`) that patients can easily remember and use for scheduled sessions. * You conduct frequent **one-on-one telehealth visits** and value a quick, direct connection. * You have a **Business Associate Agreement (BAA) in place on a paid plan** to ensure HIPAA compliance for all patient interactions. * Your practice schedule might involve quick, unscheduled patient check-ins where a consistent link is vital.

The Verdict

For **internal team coordination** within a Google Workspace environment, Google Meet offers a free and easy solution. For **patient-facing telehealth visits and virtual care**, Whereby's simple, branded room links are excellent for patient experience, provided you have a BAA. For **robust patient education workshops, large staff meetings, and advanced features** with strong security controls, Zoom (with a BAA on appropriate plans) is the industry standard for professional virtual care. *Remember, free tiers of these tools are generally not HIPAA-compliant; a Business Associate Agreement (BAA) and a suitable paid plan are typically required for any patient-facing interaction involving Protected Health Information (PHI).*

How to Get Started

**Google Meet:** If your practice uses Google Workspace, visit meet.google.com or use the Meet option in your Google Calendar to start. *To ensure HIPAA compliance, set up your BAA through your Google Workspace admin console.* **Zoom:** Sign up at zoom.us. For telehealth, consider a Business or Enterprise plan to secure a **Business Associate Agreement (BAA)**. Download the Zoom app, customize your settings for patient privacy (like waiting rooms), and schedule your first virtual consultation. **Whereby:** Go to whereby.com, choose a paid plan to get a **Business Associate Agreement (BAA)** for HIPAA compliance, claim your unique room URL (e.g., `yourpractice.whereby.com/consult`), and share it with patients for their virtual appointments.

RECOMMENDED TOOLS

Some links above are affiliate links. We may earn a commission if you sign up — at no extra cost to you.

FREQUENTLY ASKED QUESTIONS

Related Guides