FAQ

HIPAA Compliance online forms are any online forms that meets the Security and Privacy guidelines of the Health Insurance Portability and Accountability Act (HIPAA). For online forms to be fully HIPAA Compliant, all the PHI data should be encrypted at rest and in transit. For this, HIPAAtizer uses FIPS 140-2 compliant encryption. In addition to data encryption, HIPAA requires that the PHI data be securely backed-up and that all deletions are permanent. Learn more.

PHI – Protected Health Information is any information about health status, provision of health care, or the payment for health care that is created, collected, stored, or transmitted by a healthcare provider and can be linked to a specific individual. All PHI collected via HIPAAtizer meets the rigorous HIPAA regulations.  Learn More

All data that is created within HIPAAtizer is stored on fully HIPAA‑Compliant servers. HIPAAtizer’s responsibilities are clearly set-out in our Business Associate Agreement  that we sign with all Covered Entities. HIPAAtizer, as a Business Associate, is subject to the same stringent privacy and security regulations as a Covered Entity. In addition, emails, forms and other documents originating in HIPAAtizer use FIPS 140-2 compliant protocols to encrypt messages for full end-to-end encryption, and all communication is secured using SSL (TLS 1.2).

HIPAA (Health Insurance Portability and Accountability Act) is the law that regulates the creation, access and disclosure of PHI (Protected Health Information) of individuals in the US. HIPAA Compliance requires that Covered Entities must implement the physical, administrative and technical safeguards outlined in HIPAA to protect the integrity of PHI. HIPAAtizer allows healthcare providers (known as covered entities under HIPAA) to safeguard PHI collected on their websites. HPAAtizer is a Business Associate under HIPAA and has the same obligations to be HIPAA Compliant as a healthcare provider.

“Single Location” means one practice, clinic, hospital, or pharmacy.
The typical use case for these entities is that there are multiple assistants assisting a handful of health professionals. The single location typically has one website, where some forms may be embedded and they may use another 5-10 intake, registration, and other forms.

The plugin and sandbox are free for developers. Covered Entities accept a Business Associate Agreement  and choose an appropriate plan. Plans range from $29 a month to $99 a month with annual billing, depending on the size of the practice or organization. See more information at Pricing page.

Yes, when the Covered Entity sets up its team members in HIPAAtizer, it chooses which of its users receive a notification every time a form is submitted. Only internally approved team members or users will have access to open the form to view personal information. PHI can be included in these notifications as the PDF files containing the PHI are fully encrypted.

For Covered Entities, our Simple Compliance Gold, Gold Plus, and Platinum plans allow you to add a number of HIPAA‑Compliant forms. If you choose the Simple Compliance Gold plan, you can have up to 5 active HIPAA‑Compliant forms at a time and up to 10 active forms with the Gold Plus plan. The Platinum plan allows unlimited forms.

Developers can maintain an unlimited number of custom forms, that are inactive and not HIPAA-Compliant, for free in their developer account.

Accessibility has been enabled by default for all your new HIPAA Compliant forms. While it is not recommended, you can disable Accessibility at My Forms > Settings > Accessibility Mode.
How to use Accessibility mode?

The completed forms (submissions) can be sent to your clients’ email in encrypted and password-protected PDF files, in addition to the back-end dashboard. HIPAAtizer can help you customize the PDF files, if you want to keep their existing formats. Other options include having the data from the completed forms available in CSV format, or integrating the data with 3rd party applications with webhooks and REST API. See the detailed information

“Save and Continue Later” is a feature in HIPAAtizer that allows the person filling out a HIPAA-Compliant form, generally a longer, more complex form like a medical intake form with more than 3 pages, to pause their work without losing previously input data.

To enable “Save and Continue Later”, follow this link to our Instruction. How to enable “Save and Continue Later”.

To use the “Save and Continue Later” feature, at any time in the process, the person filling out the form need only scroll to the bottom of the screen, click on “Save and Continue Later” button and all the data that has been input will be saved. See how it works

“For Internal Use Only” is a feature in HIPAAtizer that allows a user who creates or manages a form to make certain fields in the form visible to internal users only. For example, a patient fills-in a screening form and a nurse verifies and adds information such as blood pressure, heart rate, etc. These fields allow a covered entity to maintain their existing two step workflow (i.e. step 1 is the patient, step 2 is the covered entity’s employee), while moving all the steps online in a fully HIPAA-Compliant manner.

To make some fields “For Internal Use Only”, follow this link to our Instruction. How to make some fields “For Internal Use Only”.

“HIPAAtizer Workflows” is a feature that allows you to link two or more separate forms into one single form. Once the forms are combined into a single HIPAAtizer Workflow form, the combined forms can be forwarded to clients in a SINGLE link. Instead of client confusion and your staff managing multiple mis-named PDFs, increase the chances your clients will get the forms filled out properly, before they come to your office! Don’t forget to turn on our “Save and Continue Later” feature if the form is five or more pages long.

To enable “HIPAAtizer Workflows”, follow this link to our Instruction. How to link multiple forms together?

To minimize clutter on forms or customize forms for respondents, online responsive forms allow certain questions to be displayed based on the responses to a previous question. For example, “If-Then” questions such as “if yes, please specify…” or specific medical questions that are only relevant for a man or a woman. HIPAAtizer allows you to include this “Conditional Logic” feature in all your forms.

To learn how to set “Conditional Logic” in one of your HIPAAtizer forms, follow this link to our Instruction. See how it works

If you encounter an “Access Denied” error, please try the following steps:

1. Ensure you are logged into the HIPAAtizer app in the same browser where you are attempting to access the file.
2. Verify that you have access to the location where the form with the file is stored.

If you continue to receive the “Access Denied” error after checking your login status and access permissions, please take a screen shot of the page where you are encountering the error and send an email to our support team at support@hipaatizer.com.

According to HIPAA regulations, deleted form submissions are permanently removed and cannot be recovered. Please ensure that any necessary data is securely backed up before deletion to avoid loss of important information.

HIPAAtizer’s drag-n-drop form builder has an e-signature component that is suitable for forms and documents that Covered Entities require to sign, such as New Patient , Consent Forms and other types of documents. A form can be sent to a patient, a patient can fill out the form and sign it electronically. Once a patient fills out the form, provides a signature and submits a form, it transmits the data to the Covered Entities’ HIPAAtizer dashboard and via email in a fully encrypted HIPAA-Compliant manner.

To add an e-signature field to your form, add this component by finding the “Signature” component located on the left side of the form builder, then simply drag it onto your form.

Another more advanced signature option is HIPAAsign. This feature allows a more secure option for multiple participants to sign forms and documents. For a more indepth look, go to: https://www.hipaatizer.com/hipaasign/