Whether you’re managing a clinic website or helping a healthcare client move away from paper forms, converting patient intake forms into secure online forms isn’t always as easy as drag and drop. Here’s a real-world checklist based on what we’ve seen working with doctors, clinics, developers and marketing agencies. 10 things to do (and a few to avoid) when building HIPAA-Compliant Online Intake Forms that actually get used.
1. Don’t Redesign the Patient Intake Form Without Approval
Doctors are often very attached to their existing layout, whether it’s a paper form or a fillable PDF.
Tip: Try to keep the layout and question order exactly the same unless you’re explicitly asked to update it.
2. Don’t Over-Improve the Form
It’s tempting to clean up the form, merge fields, or reword confusing questions. But that can backfire.
Mistake to avoid: Removing “redundant” fields that actually serve a purpose for the practitioner. You can use the autofill function instead.
3. Test the Submission, not Just the Form
Before you publish a new Intake online form, submit a real test and show the practitioner what they’ll receive. Whether it’s a PDF copy via email, web copy or CSV report.
Tip: With HIPAAtizer, you can stylize the PDF to match the PDF or Paper original design
4. Test on Mobile and Tablet
Over 60% of patients will complete intake forms on their phones. Complex logic or wide forms may break or feel clunky.
Try it on:
- iPhone & Android
- iPad
- Small-screen laptops
5. Use Templates If You’re Starting from Scratch
No form? No problem. Use a pre-built intake template like the one from HIPAAtizer, then customize it to match your clinic’s process.
Essential sections include:
- Personal and insurance info
- Consent questions
- Emergency contacts
- Key complaint / reason for visit
6. Choose a Builder with Conditional Logic & Internal Fields
Paper intake forms often include:
- Fields to fill out by staff (e.g., internal notes)
- Additional sections based on patient answers
- Calculations
Convert calculations, scoring, or staff-only fields online to make it easier for patients to fill them out online while keeping all necessary information for clinic personnel.
7. Get a Signed BAA
If you use a third-party platform, make sure the form builder platform has the following attributes.
- A Business Associate Agreement (BAA)
- Secure HIPAA hosting
- Access controls and audit trails
If you’re not sure where your data is stored or whether a BAA is signed, your form may not be HIPAA-Compliant.
8. Embed the Form on the Website & Test It Live
Forms often look great in preview mode but behave differently when embedded.
Check for:
- Width and padding issues
- Header conflicts
- Mobile layout inside your site template
- Style and branding is consistent with the website
9. Separate Marketing & Intake Forms
Google Analytics, CRMs, and retargeting tools should not uch patient data.
Don’t pipe HIPAA intake forms into the same tools you use for newsletter signups.
10. Think Beyond the Form
A good intake form isn’t just a digital version of a paper sheet; it’s the first and necessary step in the patient experience.
Look for tools that also support:
- Secure file uploads
- e-Signatures
- e-Payments
- Save-and-continue
- EMR or CRM integrations
Want a Quick Win?
Upload your current form to HIPAAtizer, and we’ll convert it into a HIPAA-Compliant online intake form for free.
- Signed BAA
- Mobile-friendly layout
– Optional workflow automations
– Embedded to any website or standalone forms - Styled to your website
FAQ:
To create a HIPAA-Compliant online intake form:
- Choose a form builder that offers HIPAA-compliant hosting and provides a signed BAA (Business Associate Agreement).
- Convert your existing PDF, Word, or paper form into a digital version. Some form builders offer this service.
- Test the form on both desktop and mobile to ensure usability and accessibility.
- Embed on a website and integrate with CRM and other services if needed, ensuring PHI is never exposed to non-compliant tools.
Still have questions? Contact us