May 15, 2024 
Summary
- Traditional paper forms in healthcare are known to be inefficient, error-prone, and can be easily lost.
- Online forms offer a solution with benefits like increased efficiency, accuracy, accessibility, and real-time data insights.
- Choosing the right HIPAA-compliant online form provider is crucial to ensure data security and a smooth transition. Look for features like industry certifications, user-friendly design, and EHR integration.
The healthcare industry thrives on information. Every patient encounter generates a sea of data – treatment records, intake details, you name it. Traditionally, this critical information has been captured on paper forms, creating lengthy paper trails that wind through offices but these forms are not only time-consuming to process manually, but also prone to misplacement and loss.
Why is there a Rise of Online Forms in Healthcare?
The tide is turning. A compelling shift towards online forms is transforming healthcare data collection. According to NetHealth, 9 in 10 healthcare leaders say advanced analytics solutions are highly valuable for enhancing operational efficiencies and resource allocation and preventing events that lead to penalties and/or lower reimbursements.
This digital revolution is driven by several factors:
- Enhanced Efficiency
By doing away with the need for manual data entry, online forms streamline processes and help staff and patients save valuable time. - Enhanced Precision
Pre-filled fields and data validation are two automated elements that digital forms frequently have, which reduce errors and guarantee data integrity. - Convenience and accessibility
Patients can fill out online forms whenever and whenever they choose, from any device, which enhances patient participation and experience. - Real-Time Data Insights
Online forms make it easier to collect and analyze data in real-time, which improves resource allocation and decision-making.
Although there are many advantages to online forms, making the switch needs careful planning. To ensure a seamless and secure migration, protect sensitive patient data, and steer clear of expensive problems, choosing the appropriate online form builder is essential.
6 Mistakes to Avoid When Choosing Your Online Form Provider
Here are five critical mistakes to steer clear of when choosing an online form builder for your healthcare organization:
Mistake #1: Security Oversights
In healthcare, patient data privacy is fundamental. The Health Insurance Portability and Accountability Act (HIPAA) can impose severe fines and damage patient trust in the event of a data breach. When evaluating online form providers, prioritize solutions that offer robust security features like:
- HIPAA Compliance: Verify that the supplier complies with all HIPAA privacy and security requirements. Look for certifications like SOC 2 and HITRUST CSF.
- Data Encryption: Data should be encrypted at rest and in transit, using industry-standard protocols like AES 256.
- Access Controls: Only authorized workers should be able to access patient data thanks to granular access controls.
- Two-Factor Authentication (2FA): This adds an extra layer of security by requiring a second verification step beyond a simple password.
Mistake #2: Limited Compliance Expertise
HIPAA compliance is a complex and ever-evolving regulatory landscape. Selecting a provider who has little expertise in HIPAA standards can expose your company to serious risks.
But it’s not just knowledge – a Business Associate Agreement (BAA) is essential too. A BAA is a document that outlines how both parties handle protected health information (PHI). A form builder is required to sign a BAA, through this the form builder acknowledges their obligation to safeguard PHI and comply with HIPAA.
Choose a provider with a strong compliance team and who is ready to sign a BAA with you. Also look for regular audits and security assessments, demonstrating their commitment to data security and staying up-to-date with HIPAA.
Mistake #3: Integration Issues
For security and workflow efficiency, seamless connectivity with your current electronic health record (EHR) system is essential. You can avoid manual data transfer by choosing a form builder that integrates directly with your EHR. This ensures secure, automatic data flow between the form and your EHR, eliminating errors and creating a complete patient record. Give preference to providers who offer pre-configured integrations with popular EHR systems or utilize open APIs that allow for easy customization to your specific EHR.
Mistake #4: Neglecting User-Experience (UX)
A difficult or confusing online form can seriously irritate staff members as well as patients.
Imagine a new patient utilizing their phone to complete a lengthy intake form, finding it difficult to read between small text fields and busy screens. This may result in mistakes, incomplete forms, and a bad reputation for your clinic.
Prioritize providers who offer user-friendly interfaces with clear instructions and intuitive navigation. Consider the following UX best practices for online medical forms:
- Mobile-friendly design: Works flawlessly on any device, from desktops to smartphones.
- Accessibility features: Larger fonts, higher contrast, and screen reader compatibility for visually impaired users.
- Clear language: Use plain language, avoiding complex sentences, for easy understanding.
- Logical flow: Guide users step-by-step with a clear progression.
- Progress indicators: Show users how far they’ve completed to avoid frustration.
- Auto-save: Saves data as they go, preventing accidental loss.
By picking a user-friendly design, you can ensure a smooth and positive experience for both patients and staff. This results in quicker form completion times, more accurate data, and increased patient satisfaction.
Mistake #5: Lack of Customization & Support
Forms related to healthcare frequently call for certain details particular to your expertise or practice. A one-size-fits-all strategy just does not work. Look for an online form builder that gives you plenty of customization options so you can make forms that are tailored to your own requirements. This could have features such as:
- Easy Customization: Drag and drop fields to build forms for any need, like intake, appointments, or consent.
- Conditional Logic: Use conditional logic to show relevant questions based on answers, making the experience smoother.
- Branching Forms: Send patients down different paths based on their answers, collecting only what you need.
- E-Signatures: Allow patients to sign electronically for faster processing and convenience.
Beyond personalization, reliable customer service is essential. Select a service provider that has a dedicated support team available to address your concerns, fix any problems, and assist you with the setup. Choose service providers who offer a variety of contact options, including live chat, email, and phone, to guarantee you get help quickly when you need it.
Mistake #6: Inadequate Disaster Recovery Plan
Disasters come in many forms – cyberattacks, power outages, natural disasters – and all pose a significant threat to healthcare data security. Without a proper disaster recovery (DR) plan, a single event can cripple operations and compromise sensitive patient information.
An inadequate DR plan leaves you vulnerable to:
- Data Loss and Corruption: Disasters can cause complete data loss or corruption. Patient records, treatment plans, and financial data can vanish without a proper backup and recovery plan.
- Disrupted Operations: A disaster can grind healthcare operations to a halt, hindering patient care and causing frustration. Imagine a hospital unable to access patient records during an emergency.
- Financial Repercussions: The cost of recovering from a disaster without a plan can be immense, with fines, legal fees, and data restoration expenses taking a heavy toll.
Invest in a robust DR plan that outlines clear steps for recovery, minimizes downtime, and protects your valuable data. It’s a crucial safety net for your organization and the patients you serve.
What Happens if Your Form Provider is Not HIPAA Compliant?
Failing to choose a HIPAA-compliant online form builder can have serious consequences for your healthcare organization. These consequences include:
- HIPAA Violations and Fines
The Department of Health and Human Services (HHS) enforces HIPAA regulations and can impose significant fines for non-compliance. Fines can range from $100 to $50,000 per violation, depending on the severity and intent of the violation. - Data Breaches
Insecure online forms leave patient data vulnerable to cyberattacks and data breaches. A data breach can damage your organization’s reputation, erode patient trust, and lead to very very expensive lawsuits. - Reputational Damage
A data breach or HIPAA violation can severely damage your organization’s reputation. Patients may lose trust in your ability to protect their privacy, impacting your ability to attract new patients.
How to Choose The Right Form Builder?
Selecting the right HIPAA-compliant online form builder can sometimes feel like navigating a maze with all the medical jargon. This handy checklist will help you find the perfect fit for your organization.
1. Industry Certifications
Seek providers with certifications like SOC 2 and ISO 27001:2013.
SOC 2 (Service Organization Control 2) is an auditing procedure that ensures service providers securely manage data to protect the interests and privacy of their clients. Developed by the American Institute of CPAs (AICPA), SOC 2 is specifically designed for service providers storing customer data in the cloud.
ISO 27001 is an international standard for managing and protecting sensitive information through risk management. It aims to safeguard information’s confidentiality, integrity, and availability and encourages continuous improvement of security practices.
These certifications demonstrate their commitment to robust data security practices, a must for HIPAA compliance.
2. Ask the Right Questions
Ask potential providers about their security measures, compliance expertise, and integration capabilities.
Here’s some key questions you can ask:
- How do you secure patient data?
- Are you HIPAA compliant? Which certifications do you hold?
- Does your platform integrate with our EHR system?
- Is your interface user-friendly and mobile-responsive?
- What level of customization can your forms handle?
- How can I reach support (phone, email, live chat)?
3. Request a Data Security Agreement (DSA) & Business Associate Agreements (BAA)
When choosing an online form builder, ensure they offer both Business Associate Agreements (BAAs) and Data Security Agreements (DSAs).
BAAs legally bind the form builder to secure protected health information (PHI) and comply with HIPAA.
DSAs go further, encompassing all sensitive data and outlining security measures like encryption and access controls.
Look for providers offering both these agreements, alongside a strong compliance team equipped for regular security assessments, that guarantee your patients’ information remains comprehensively protected.
4. Free Trial and Security Review
Many providers offer free trials. Utilize them to explore features and user experience. Additionally, consider requesting a security review to gain insights into their security practices.
By following these steps, you’ll be well-equipped to choose a secure and user-friendly online form builder that prioritizes patient privacy and streamlines your healthcare data collection.
Why Choose MakeForms?
MakeForms is a HIPAA-compliant online form builder designed for healthcare organizations. Our secure platform protects patient privacy and integrates seamlessly with your EHR system, streamlining workflows.
Create custom forms to meet your needs and offer patients a convenient experience.
Ready to experience the MakeForms difference? Book a free demo today!
FAQs
Non-compliant HIPAA forms can lead to hefty fines, and data breaches. This can severely harm your organization’s reputation and trust with patients.
- Certifications: Choose providers with industry certifications like SOC 2 and ISO 27001:2013, demonstrating their commitment to data security.
- EHR integration:Seamless integration with your existing electronic health record (EHR) system is crucial for secure and efficient data flow.
- User-friendliness: Prioritize a user-friendly interface with clear instructions and intuitive navigation for both patients and staff.
- Business Associate Agreement (BAA): This legally binds the form builder to secure protected health information (PHI) and comply with HIPAA.
- Data Security Agreement (DSA): This agreement goes beyond HIPAA and covers all sensitive data, outlining additional security measures like encryption and access controls.
