HIPAA Poster Requirements: What Employers Should Post (and What HIPAA Actually Requires)

If you searched for a HIPAA poster, you’re likely trying to confirm whether your workplace must display a HIPAA notice for employees, patients, or visitors—and how to stay compliant without missing required labor law postings. This guide explains what HIPAA does (and doesn’t) require, when HIPAA posters make sense, and how to build a compliant posting program—especially for multi-site and remote teams.

For broader context on digital compliance strategies, start with SwiftSDS’s guide to electronic posters.

What Is a “HIPAA Poster”?

A “HIPAA poster” usually refers to workplace signage or a public-facing notice that summarizes HIPAA privacy rules and patient rights. In practice, organizations use HIPAA posters to:

• remind workforce members about privacy and security expectations, and/or
• provide patients and visitors a quick reference to privacy rights and complaint pathways.

However, it’s critical to separate helpful signage from legal posting requirements. Many companies buy “HIPAA posters” assuming they are mandatory—when the actual HIPAA requirement is typically a Notice of Privacy Practices (NPP) that must be provided in specific ways (not necessarily “posted like a labor law poster”).

Does HIPAA Require a Poster to Be Posted?

HIPAA’s core notice requirement: the Notice of Privacy Practices (NPP)

HIPAA’s notice obligation is governed by the HIPAA Privacy Rule, specifically 45 CFR § 164.520 (Notice of Privacy Practices). Covered entities must provide a Notice of Privacy Practices that describes, among other things:

• how protected health information (PHI) may be used/disclosed
• the individual’s rights regarding PHI
• the covered entity’s legal duties
• how to file a complaint (including with HHS OCR)

When posting is required (for many providers)

For many healthcare providers that have a direct treatment relationship with individuals, HIPAA requires that the provider:

• make the NPP available on request, and
• prominently post the NPP at the service delivery site.

In addition, if the provider maintains a website that provides information about customer services or benefits, it must post the NPP on the website.

Actionable takeaway: If you are a healthcare provider (or similar covered entity) with a public-facing location, you generally should have a prominent NPP posting available—often what people informally call a “HIPAA poster.”

Employers are usually not “covered entities” for HR records

Most employers are not HIPAA-covered entities solely because they employ people. Typical HR records are generally not PHI under HIPAA. Where employers do intersect with HIPAA is often through:

• a self-insured group health plan (the plan may be the covered entity)
• the employer acting as a plan sponsor with access to certain PHI under strict conditions
• handling health information through an on-site clinic or wellness program (sometimes)

Actionable takeaway: A standard office employer often does not need a HIPAA poster for general workplace posting compliance. Instead, focus on required labor law postings and any health-plan-specific communications.

To avoid missing required postings that are mandated, review your jurisdiction’s rules, starting with Federal (United States) Posting Requirements.

HIPAA Poster vs. Labor Law Posters: Don’t Confuse the Compliance Buckets

A common compliance gap occurs when teams focus on HIPAA signage but overlook required workplace labor law notices. Labor law posting obligations are driven by agencies like the U.S. Department of Labor (DOL) and state labor departments, and they can change based on location and workforce type.

For example, most employers must post the federal minimum wage notice, Employee Rights Under the Fair Labor Standards Act (FLSA). Here is the required federal notice: Employee Rights Under the Fair Labor Standards Act (DOL Wage and Hour Division). Spanish-language version: Derechos de los Trabajadores Bajo la Ley de Normas Justas de Trabajo (FLSA).

If you operate in a specific state, posting rules can expand significantly. For example, Massachusetts employers may need state-specific notices such as:

• Massachusetts Wage & Hour Laws
• Fair Employment in Massachusetts

And state-by-state requirements vary—compare California (CA) Posting Requirements, Illinois (IL) Posting Requirements, and New York (NY) Posting Requirements.

Where and How to Display HIPAA Posters (and HIPAA Notices) in Practice

H3: For covered healthcare providers and clinics

If you are subject to the NPP posting requirement, ensure:

1. Physical posting: Place the NPP where patients will reasonably see it (e.g., reception/registration area).
2. Copies available: Provide a paper copy upon request.
3. Website posting: If applicable, post the NPP on your website and keep it current.
4. Version control: Review and update when material changes occur (e.g., privacy practices, complaint contact details).

H3: For employers with a self-insured health plan

Even if your workplace doesn’t need a “HIPAA poster,” your group health plan may need HIPAA-related documentation and processes (privacy officer, safeguards, workforce training, and plan communications). Coordinate with benefits counsel and your plan administrator.

H3: For remote or distributed teams

HIPAA posting rules (for NPP) and labor law posting rules can both become harder when employees or patients are not consistently onsite.

SwiftSDS’s digital compliance approach is designed for distributed workforces—see electronic poster examples for practical models of compliant digital access and display.

Best Practices: Using HIPAA Posters Without Creating Risk

HIPAA posters can be useful, but only if they’re accurate and not misleading. Use these best practices:

1. Don’t substitute a HIPAA poster for the NPP. A short poster is not the same as a compliant Notice of Privacy Practices under 45 CFR § 164.520.
2. Avoid “one-size-fits-all” templates. Your complaint contact, privacy officer info, and practices must match your operations.
3. Train the workforce. Posters are reminders, not training. Document HIPAA training for workforce members who handle PHI.
4. Align with accessibility expectations. Consider readability, placement, language needs, and accessibility. For workplace accessibility awareness, SwiftSDS also covers the ADA poster, which is often part of broader compliance conversations.
5. Vet vendors carefully. Some third parties market “required posters” aggressively. If you’ve received questionable solicitations, review SwiftSDS’s guidance on the business posting department scam.

Building a Complete Digital Labor Law Poster Program (Beyond HIPAA)

A HIPAA poster (or NPP posting) is only one piece of the compliance picture—especially if you operate across multiple jurisdictions. To reduce risk:

• Centralize poster management with digital delivery and audit trails
• Map required postings by worksite location and employee population
• Schedule periodic reviews for federal/state updates
• Ensure bilingual postings where required or strongly recommended (e.g., FLSA Spanish version)

To understand how digital poster delivery fits into modern compliance, explore SwiftSDS’s hub on electronic posters. If you’re cost-comparing solutions, SwiftSDS also breaks down options in cheap posters. And if you’re bundling multiple notices, you may also benefit from the all in one poster coupon code page.

FAQ: HIPAA Posters

1) Are HIPAA posters required for all employers?

Generally, no. HIPAA applies to covered entities and business associates. Most employers are not covered entities for standard HR records. If you sponsor a self-insured plan or operate a clinic, HIPAA obligations may apply in those contexts.

2) Is posting a Notice of Privacy Practices the same as a HIPAA poster?

Not exactly. Many people call it a “HIPAA poster,” but the legal requirement is to provide and (for many providers) prominently post the Notice of Privacy Practices under 45 CFR § 164.520.

3) Do HIPAA posters replace required labor law posters?

No. HIPAA notices do not replace mandatory federal or state labor law notices. For example, most employers must post the federal Employee Rights Under the Fair Labor Standards Act, and state requirements vary by jurisdiction (see Federal posting requirements and your state page).

Next Steps for SwiftSDS Users

If you’re evaluating HIPAA posters for a facility, first confirm whether you’re a covered entity subject to NPP posting requirements. Then, ensure your broader posting program is complete by reviewing your jurisdiction’s rules—starting with Federal (United States) Posting Requirements—and consider a centralized digital approach using SwiftSDS’s electronic posters framework.