Electronic intake forms can put your patient data at risk if you don’t secure them properly. Nowadays, you can do almost everything online, including HIPAA-compliant intake forms which patients can fill out using any device. These intake forms can simplify the process of gathering patient information without having to print anything out.
Top 5 Solutions for Generating HIPAA-Compliant Intake Forms:
Why Choose HIPAA-Compliant Intake Forms?
Providers use intake forms to understand the needs of their patients before any consultation or treatment. Data submitted by patients through intake forms guide clinicians to make better decisions regarding their medical needs.
When handing out HIPAA compliance intake forms online, don’t put your patient’s data at risk.
Here are 5 HIPAA intake form solutions for you to consider:
1. Jotform
Jotform offers a collection of healthcare forms, such as patient intake and contact forms. Its online form builder has powerful built-in features to create HIPAA-compliant intake forms in just a few minutes. Moreover, the form builder provides seamless integration with your current software for better document workflows.
Best features:
- Mobile-friendly
- Digital signatures
- Downloadable healthcare forms
- Customizable templates
2. FormDr
If you’re looking for HIPAA-compliant intake form providers, you can choose FormDr. You can ask your patients to securely sign and submit completed intake forms to and from your online account. Its intake form builder lets you filter by department or location and restrict access from specific users.
Best features:
- EMR system integration
- Single sign-on user admin
- Real-time tracking of new patient intake forms
- Automated reminders
3. NexHealth
NexHealth is a comprehensive healthcare platform that offers an online form builder for patient intake, contact, and even authorization forms. It modernizes the patient experience by integrating existing EHR systems. NexHealth also adheres to HIPAA and is willing to sign a Business Associate Agreement (BAA).
Best features:
- One-click booking system for patient appointments
- Digital intake forms with sample templates
- No manual data entry
4. Typeform
Another popular HIPAA-compliant intake form solutions provider is Typeform, which offers a form builder for every data type. With its customizable templates, you can create personalized intake forms for HIPAA compliance. It has integrated security features such as multiple levels of encryption and access controls to meet HIPAA security and privacy requirements.
Best features:
- Seamless app integration (Zapier, Salesforce, and more)
- 20+ question types to build your form
- Customizable look and feel
- Copy-ready embed code for emails and landing pages
5. MedForward
MedForward is a trusted HIPAA-compliant forms solutions provider that offers digital intake forms for healthcare. Patients can quickly fill out online forms securely and send them to your indicated email address. As for HIPAA compliance, MedForward uses an encrypted SSL/TLS connection and will sign a BAA upon request.
Best features:
- Easy form submission with no software installation required
- Print to online form conversion
- Website integration
The Importance of Intake Forms in Healthcare
Manually filling out patient intake forms can take forever. This can frustrate patients, wasting time signing documents instead of getting the necessary healthcare treatment.
With the right HIPAA-compliant intake forms, it’s more convenient for patients to schedule appointments and for providers to become more organized with their existing electronic health records.
Ways to Keep Intake Forms HIPAA Compliant
Following these steps when handling intake forms can help secure sensitive health data from unauthorized disclosure:
Implement and strengthen access controls
Restrict system access to authorized users by setting up role-based permissions. Having a clearly defined and written policy on managing passwords is also important to ensure the privacy of submitted patient data.
Enable proper encryption
Electronic intake forms contain personal data such as name, address, birth date, and medical history. While these may seem basic information, cybercriminals will try to use every detail they can get for fraudulent transactions. Enabling powerful encryption in your servers will prevent security risks across relevant parties that receive such information, including insurance companies.
Only use HIPAA-friendly cloud storage
Keeping files in cloud storage doesn’t necessarily protect them from data breaches. Popular cloud storage providers like Dropbox and Google Drive have limited HIPAA security options, including encryption. It’s crucial to choose a cloud storage provider that is willing to enter into a business associate agreement on top of having appropriate access controls.
Enable electronic signatures
When choosing HIPAA-compliant intake form solutions, make sure they offer electronic signatures. Going digital isn’t a guarantee for complete data protection. You could compromise your patient’s information if you still have to print the intake forms. Using electronic signatures offers convenience and, at the same time, minimizes the risk of a breach.
Have secure data backup and disposal procedures
In case of a security breach or system failure, it’s critical to have a secure data backup in your device. This will prevent further data loss or leakage while allowing you to retrieve and restore patient information anytime. However, if you no longer need the data, there must be a proper disposal procedure, like digital shredding or wiping it permanently from your data servers.
Keep Intake Forms Secure With HIPAA Compliance
Utilizing intake forms offers a great way to keep your patients at ease with a secure way to collect information before their visit. Making these forms HIPAA-compliant improves patient confidence. You can also avoid violating HIPAA rules, which could lead to troublesome consequences.
