Creating HIPAA forms on your WordPress site is essential if you’re handling protected health information. Ensuring compliance can protect you from hefty fines and bolster the trust of your users. Today, we’ll walk you through the steps to create HIPAA forms using Forminator Forms by WPMUDEV and Secure Forms by ClikIT.
Understanding HIPAA Forms and Compliance with Health and Human Services
HIPAA, or the Health Insurance Portability and Accountability Act, sets the standard for protecting sensitive patient data. Any business that deals with protected health information (PHI), including healthcare providers, must ensure that all the required physical, network, and data security measures are in place and followed.
Key Elements of HIPAA Compliance:
- Data Encryption: PHI must be encrypted during transmission and storage.
- Access Control: Only authorized individuals should have access to PHI.
- Audit Controls: Mechanisms to record and examine access and other activity in systems containing PHI.
- Integrity Controls: Security measures to ensure that PHI is not altered or destroyed in an unauthorized manner. These measures help prevent a data breach.
- Transmission: The way the data travels across the internet from client to server must be encrypted in transit
Step-by-Step Guide to Creating HIPAA Forms
Forminator Forms is a powerful WordPress plugin that allows you to create custom forms with ease, including patient data. Here’s how to use it to create HIPAA forms:
Create a New Form:
Creating HIPAA-compliant forms is a crucial step for any healthcare-related website. Whether you’re collecting patient information, processing medical data, or handling sensitive records, ensuring your forms are secure and compliant with HIPAA regulations is non-negotiable. If you’re using WordPress, Forminator is an excellent tool that can help you build these forms with ease. Let’s walk through the process of installing and activating Forminator so you can get started on making HIPAA-compliant forms. Additionally, it’s important to prioritize data security to protect sensitive information when creating these forms.
Navigate to Your WordPress Dashboard
The first step in the process is to access your WordPress dashboard. This is the control center of your WordPress site, where you can manage everything from posts to plugins. To get there, simply log in to your WordPress site by entering your username and password for user authentication. Once logged in, you’ll be greeted by the dashboard where you can start making your site even more powerful.
Go to Plugins > Add New
Now that you’re in the dashboard, the next step is to install Forminator. On the left-hand side of the screen, you’ll see a menu. Hover over the “Plugins” option, and a dropdown menu will appear. From this menu, click on “Add New.” This will take you to the WordPress Plugin Directory, where you can search for thousands of plugins to enhance your site’s functionality.
Search for “Forminator Forms”
In the Plugin Directory, you’ll find a search bar on the top right corner. Type in “Forminator Forms” and hit enter. The results will display several plugins related to form creation and form builder, but what you’re looking for is the official Forminator plugin by WPMU DEV. This plugin is known for its versatility and ease of use, making it a popular choice among WordPress users.
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Add Necessary Fields: What You Should Include
When you’re building a HIPAA-compliant form for data collection, the fields you include are critical. The goal is to gather the information you need to serve your patients or clients effectively while maintaining their privacy and adhering to HIPAA regulations.
Basic Identifying Information
Start with the basics. Your form should include essential fields such as:
- Name: This seems obvious, but it’s the cornerstone of identifying your patient or client.
- Email Address: This is necessary for communication, especially if you’re using it to send appointment reminders or updates.
- Date of Birth: This helps verify the individual’s identity and ensures you’re collecting data for the correct person.
These fields are standard and usually necessary for any form that involves patient interaction. However, the key here is to avoid asking for more than you need.
Be Mindful of PHI
Protected Health Information (PHI) is any information that can be used to identify a patient or client and relates to their medical history, treatment, or care. When you’re designing a HIPAA-compliant form, you must be cautious about the PHI you collect.
For instance, while it might be tempting to add fields for things like Social Security numbers or specific medical history details, these should only be included if absolutely necessary. The more sensitive information you collect, the greater your responsibility to protect it, and the higher the risk if that data is compromised.
Avoid Unnecessary Fields
It’s easy to go overboard when creating a form, thinking that more information will lead to better service. However, in the context of HIPAA compliance, less is often more. Ask yourself if each field is truly necessary. If it’s not, leave it out. Every additional piece of information you collect increases the risk of a potential breach.
For example, if you don’t need a patient’s full medical history to book an appointment or send a reminder, don’t ask for it. Focus on the essentials that allow you to fulfill your service while keeping the form simple and secure.
Install and Activate Secure Forms
Install and Activate Secure Forms
The first step in making your WordPress forms HIPAA compliant is to install the Secure Forms plugin. This plugin is an essential tool for anyone who needs to collect sensitive information, such as social security numbers or medical records, while ensuring that the data is encrypted and protected according to HIPAA standards and data encryption.
Go to Plugins > Add New
To start, log in to your WordPress dashboard. Once you’re there, you’ll want to navigate to the Plugins section. On the left-hand side of your dashboard, you’ll see a menu. Scroll down until you find the “Plugins” option, then click on it. This will bring you to the Plugins page, where you can manage all the plugins currently installed on your site.
At the top of this page, you’ll notice a button that says “Add New.” Click on this button to open the WordPress Plugin Directory, where you can browse thousands of plugins designed to enhance your site’s functionality and manage plugin installation.
Search for Secure Forms and Click Install
In the search bar on the right-hand side of the page, type “Secure Forms” for a plugin search. This will bring up a list of plugins related to your search term. Look for the plugin named “Secure Forms” designed specifically for HIPAA compliance. You can usually identify it by its description, which will mention features like encryption, secure data storage, and HIPAA compliance.
Once you’ve found the Secure Forms plugin, the next step is to install it. To do this, simply click on the “Install Now” button next to the plugin’s name. WordPress will automatically download and install the plugin on your site.
Activate the Plugin
After the installation is complete, the “Install Now” button will change to an “Activate” button. Click this button to activate the Secure Forms plugin. Activate the Plugin: plugin activation is crucial because it enables the plugin’s features on your WordPress site, allowing you to start creating HIPAA-compliant forms immediately.
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Keep your customers’ trust intact by securely handling sensitive information, ensuring compliance with HIPAA regulations, and freeing up your time to focus on growing your business.
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Go Through The Setup Wizard
Go Through the Setup Wizard
Start by using the setup wizard, which guides you through creating HIPAA-compliant forms. If you’re using a plugin like Secure Forms for Forminator, the wizard simplifies the process, making it easy even for non-tech experts. It asks a series of questions to configure the plugin based on your needs, ensuring everything is set up correctly from the start.
Select Your Plan (Free or Paid)
Next, choose the plan that fits your requirements. Free plans offer basic encryption, while paid plans include full HIPAA compliance features like audit logs and advanced encryption. If your organization handles significant PHI, the paid option is likely the better choice.
Enter Your Email and Agree to the Terms
After selecting your plan, enter your email to receive essential updates and the API key. Agree to the terms of service, ensuring you understand the data security and privacy commitments.
Enter the API Key
You’ll receive an API key via email, which activates the plugin’s features. Enter it in the setup wizard to enable the plugin on your site.
Choose Between HIPAA Compliance or Encryption
Finally, decide whether you need full HIPAA compliance or basic encryption. Choose HIPAA compliance if handling PHI to meet all necessary standards. Basic encryption is suitable for non-HIPAA-required data security.
By following these steps, you’ll have a secure, compliant form system on your WordPress site, protecting your users’ sensitive information effectively.
Select Which Form You Want To Be Secured
Select and Secure Your Form
Once you’ve identified which forms need to be secured, it’s time to select the specific form in your WordPress site. If you’re using a plugin like Forminator with the Secure Forms add-on, this process is straightforward.
- Navigate to Your Forms Dashboard: In your WordPress dashboard, go to the section where your forms are managed.
- Select the Form: Choose the form that requires HIPAA compliance by clicking on the form title or edit option.
- Enable HIPAA Compliance: In the form settings, look for an option like “Secure Form” to enable HIPAA features, including encryption and secure data storage.
- Review and Save: After enabling HIPAA compliance, review the settings to ensure everything is secure and properly configured, including data encryption.
Secure Multiple Forms
If you need to secure multiple forms, many form builders allow you to do this in bulk:
- Select Forms from a Dropdown: Use the dropdown menu in your forms dashboard to select multiple forms.
- Batch Securing: Apply security settings to all selected forms simultaneously, ensuring all forms collecting PHI and data privacy are compliant.
Review Your Users
Reviewing Users: A Crucial First Step
Before creating HIPAA-compliant forms, it’s vital to audit who has access to your WordPress site. Review your users, their roles, and the access they need. Ask yourself: Who needs to see this data? Who doesn’t? By limiting access to only those who require it, you minimize potential security risks and user access.
Administrator Access
Administrators typically have the highest level of access, including viewing all forms on your site. If you have multiple administrators, consider whether they all need access to sensitive form data and data security.
Introducing the “Secure Forms” User Role
Create a custom “Secure Forms” role to control who can access HIPAA-protected data. This role allows specific users to view form data without granting full site access, enhancing security and simplifying management.
Make Your Forminator Form Public
Copy the Shortcode of the Form
After publishing your form, Forminator will generate a shortcode below the form’s name. Simply highlight and copy this shortcode—it’s the key to embedding your form anywhere on your site.
Embed the Shortcode on Your Desired Page
To display your form, go to the page or post where you want it to appear. In the classic editor, paste the shortcode directly into the text editor. For Gutenberg users, click the + icon, add a Shortcode block, and paste it there. Alternatively, you can use the Forminator block for an even easier integration by selecting your form from the dropdown menu. This ensures a seamless and professional look on your website.
Check your form submissions
First, navigate to your WordPress dashboard and locate the form you want to review. You’ll see a list of all the submissions under that form. For each submission, there’s an option to “View Details.” Clicking on “View Details” expands a dropdown that reveals the specific information submitted. This allows you to see all the data securely, without risking exposure of sensitive details.
Always remember to handle this data with care, ensuring you’re following HIPAA regulations every step of the way. By carefully checking your form submissions and using the “View Details” feature, you can stay compliant and keep your users’ information safe. This simple but essential step will help ensure that your site remains trustworthy and legally compliant.
Check the logs
Every time someone views or interacts with your HIPAA-compliant form, an entry should be logged. This log functions as an archive, documenting who accessed the form, when they accessed it, and what actions they took. These records are not just for show—they’re a crucial part of maintaining the integrity and security of your forms.
By regularly checking these logs, you can monitor for any unusual or unauthorized access, helping to identify potential security breaches before they become a significant issue. Plus, having these logs available is vital if you ever need to provide proof of compliance or conduct an audit. It’s a simple but effective way to ensure your HIPAA forms remain secure and trustworthy.
Conclusion
In conclusion, creating HIPAA-compliant forms on your WordPress site is not just a best practice—it’s a necessity if you’re handling sensitive patient information. By following the steps outlined above, including using tools like Forminator and WP Secure Forms, you can ensure that your forms are not only secure but fully compliant with HIPAA regulations. From setting up encryption to managing user access and logging interactions, each step plays a crucial role in safeguarding protected health information (PHI). By taking these precautions, you protect your organization from potential fines and build trust with your users, ensuring their data is handled with the utmost care.
Secure Forms
Keep your customers’ trust intact by securely handling sensitive information, ensuring compliance with HIPAA regulations, and freeing up your time to focus on growing your business.
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