For years, this client operated their website with patient forms as simple hosted PDFs. Patients were instructed to download them, fill them out at home, and bring them to their appointment. Some patients would forget or maybe didn’t have access to a printer, ultimately leaving the lengthy, archaic process up to the offices to handle. Instead, the client wanted to move their form entry process completely online in a secure and HIPAA-compliant manner, providing patients with an easy method to submit their information to the client prior to their appointment. The client also wanted the ability to easily export the submitted patient information in a customized PDF template for easy entry into their electronic health record (EHR).
After weeks of research and careful planning, TWS was prepared to implement a solution that met all of the clients’ requirements. Using Cognito Forms, TWS created digital patient forms that were able to capture all of the information from the paper forms. The forms were able to be embedded on the client’s website for easy access by patients, only transmitting data securely and directly to Cognito Forms via their HIPAA-compliant Microsoft Azure infrastructure. The client implementation of Cognito Forms includes encryption at rest for all form fields using 256-bit AES encryption. Finally, Cognito Forms has a standing Business Associate Agreement (BAA) with Microsoft, and also has a BAA signed with the client.
While each of their 12+ locations receives an email notification when patient forms are submitted for their location, they receive no patient data in this notification and are only directed to login to their administrative area to access the submitted information. TWS also created custom PDF templates that mirrored the client’s old paper forms, allowing the staff to export a PDF copy of the patient infomation for easy upload into their EHR.