HIPAA-compliant online forms
Most therapy and mental health practices rely more heavily on digital systems than ever.
Registration forms, charting, patient histories, and outcome measures are just a few forms that can be digitized to streamline patient care and administrative processes.
But how do we ensure that online forms meet the standards, protection, and privacy requirements outlined by HIPAA? The easiest way to ensure your forms meet these requirements is to use an EHR/EMR and practice management software equipped with HIPAA-compliant online forms.
Summary
- HIPAA-compliant online forms help therapy practices streamline intake, documentation, communication, and administrative workflows while protecting patient privacy.
- Digital forms improve the client experience by allowing clients to complete paperwork before appointments, reducing delays and saving valuable session time.
- Therapists should ensure their online form system encrypts protected health information (PHI) and meets HIPAA security standards to reduce compliance risks.
- Platforms like TheraPlatform can provide HIPAA-compliant intake forms, secure data storage, telehealth integration, and audit-ready documentation to simplify practice management.
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
The assurance that your online forms meet HIPAA regulations can be a stress reliever.
In this post, we will discuss why HIPAA-compliant online forms are so essential, explore commonly used online forms, and consider the risks and benefits of digitizing patient forms. Continue reading to learn more.
What are the benefits of using online forms?
HIPAA-compliant online forms can save you a great deal of time on both the therapist and administrative side. They also provide a better client experience.
Although most practices require new clients to arrive early to complete paperwork, oftentimes they arrive just before their visit starts (or after).
Because paperwork is essential for billing, communication, and treatment functions, late arrivals often lose valuable visit time or cause delays in the provider’s schedule as they take time to complete their forms.
Some of these challenges can be avoided or minimized by using online forms.
- Clients can complete forms at their convenience
- When submitted early, therapists can review them as they prepare for the client’s arrival
- Admin staff saves time on scanning and filing
- Forms can be sorted and filed electronically for easy access in the future
Practice Management + EHR + Telehealth
Manage more in less time in your practice with TheraPlatform
Commonly used online forms
If you are considering incorporating online forms into your practice, below is a list of forms you may consider converting to an online format:
Intake forms
- Chief complaint
- Past medical history
- Past surgical history
- History of therapy
- Medication list
- Referring provider
- Primary Care Provider
- Pertinent symptoms
- Functional limitations
- Goals
Pediatric intake forms
- Chief complaint
- Past medical history
- Birth history
- Past surgical history
- History of therapy
- Medication list
- Parent observations
- Referring provider
- Primary Care Provider
- Pertinent symptoms
- Functional limitations
- Goals
Consent forms
Telehealth intake forms: An important add-on that covers informed consent for receiving services remotely and confirms that these services will take place in a private, secure location
Communication forms
- Preferred form of communication
- Preferred phone number(s) and email
- Names of family/friends/partner with whom confidential information may be shared
Outcome measures
- Subjective outcome measures
Free Resources for Therapists
Click below and help yourself to peer-created resources:
HIPAA-compliant online forms
Every healthcare professional understands that HIPAA relates to patient privacy, but fewer understand the purpose of this important act.
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is designed to improve the efficiency and effectiveness of the healthcare system: “Public Law 104-191, included Administrative Simplification provisions that required HHS (U.S. Department of Health and Human Services) to adopt national standards for electronic health care transactions and code sets, unique health identifiers, and security."
At the same time, Congress recognized that advances in electronic technology could erode the privacy of health information. Consequently, Congress incorporated into HIPAA provisions that mandated the adoption of Federal privacy protections for individually identifiable health information.
In practice, HIPAA ensures that individuals’ protected health information (PHI) is private and secure and that healthcare operations are as efficient as possible. When PHI is transmitted and stored electronically, security is of utmost importance. The sophistication of cybercriminals advances with each passing day, which means protecting patients’ health information requires rigorous security measures.
While it may seem simpler to rely on paper forms and avoid the hassle of ensuring your online systems are HIPAA-compliant, the benefits of using online forms and electronic health and medical records (EHR/EMR) far outweigh the risks. That being said, care must be taken to ensure you are using the right tools.
The risks are not worth it
What happens if you do not comply with HIPAA requirements?
Individuals, organizations, and agencies that meet the definition of a covered entity must comply with the HIPAA rules and regulations for protecting PHI and providing individuals with certain rights with respect to their health information.
Physical, occupational, speech, and mental health providers who transmit PHI in electronic forms meet this definition. Failure to meet HIPAA standards can result in investigations and the imposition of civil money penalties.
Don’t be tempted by online forms that fail to meet HIPAA-privacy and security standards. There are many great therapy practice management platforms available to you, which will take the guesswork out of this process. TheraPlatform is a great option available to solo and multi-provider physical, occupational, speech, and mental health therapists.
TheraPlatform's HIPAA-compliant online forms
TheraPlatform is a practice management, EHR and EMR platform for physical, occupational, speech, and mental health therapists. Their software provides built-in teletherapy, a library of interactive therapy apps, automated billing, AI integration, and HIPAA-compliant online forms.
TheraPlatform intake forms are designed to meet rigorous federal standards for protecting PHI. Data collected via online forms is encrypted in transit and at rest and stored securely. They also provide a signed Business Associate Agreement (BAA) to ensure full compliance for covered entities as well as compliance verification for audit-ready documentation.
Streamline your practice with One EHR
- Scheduling
- Flexible notes
- Template library
- Billing & payments
- Insurance claims
- Client portal
- Telehealth
- E-fax
Resources
TheraPlatform is an all-in-one EHR, practice management, and teletherapy software with AI-powered notes built for therapists to help them save time on admin tasks. It offers a 30-day risk-free trial with no credit card required and supports mental and behavioral health, SLPs, OTs, and PTs in group and solo practices.
More resources
- Therapy resources and worksheets
- Therapy private practice courses
- Ultimate teletherapy ebook
- The Ultimate Insurance Billing Guide for Therapists
- The Ultimate Guide to Starting a Private Therapy Practice
- Insurance billing 101
- Practice management tools
Free video classes
- Free on-demand insurance billing for therapist course
- Free mini video lessons to enhance your private practice
- 9 Admin tasks to automate in your private practice
References
U.S. Department of Health & Human Services. (2024). HIPAA for professionals. HHS.gov. https://www.hhs.gov/hipaa/for-professionals/index.html
FAQs about HIPAA-compliant online forms
Why should therapists use HIPAA-compliant online forms?
HIPAA-compliant online forms help protect patient privacy while improving efficiency, organization, and the client experience.
What types of forms can be digitized for therapy practices?
Therapists can digitize intake forms, consent forms, telehealth forms, communication forms, and outcome measures to streamline workflows.
How can EHR platforms help with HIPAA compliance?
EHR platforms can securely encrypt and store protected health information (PHI), automate documentation workflows, and provide audit-ready compliance support.
