The benefits of using HIPAA compliant forms to admit patients

HIPAA compliant forms streamline patient admissions by making sure that the collection of data is easy and secure. 

The benefits of HIPAA compliant forms to admit patients

Seamless patient tracking

Electronic forms automatically tag and track each patient's admission status. This assists with the common issue mentioned in an International Journal of Medical Informatics study which states that “More paperwork is necessary to store and chart observations, measures and data created by the numerous and increasingly complex monitoring devices…” The automation of electronic admission forms helps in the management of patient flow in healthcare organizations of all sizes and allows for the monitoring of factors impacting patient care like wait times. 

Dynamic language support

Providers can access forms necessary when treating diverse populations. Translation services can easily be integrated with electronic forms software allowing for the seamless provision of multilingual patient admissions.

Electronic signatures and the ease of use

According to a study published in IEEE Potentials provides that they, “...serve the purpose of validation and authentication of electronic documents.” It is for this reason most HIPAA compliant electronic forms software makes use of a form of electronic signatures. The signatures improve security and the integrity of the admissions process by providing verifiable and legally binding consent.  

Customizable fields and templates

Electronic forms can be easily customized to include specific fields relevant to particular specialties or patient demographics. The level of customization available means that patients aren't bombarded with excessive fields that require frequent back and forths to explain. 

Best practices for using HIPAA compliant forms for patient admission

1. Where possible incorporate conditional logic in the forms that display or hide questions based on previous answers. It makes the forms dynamic and reduces patient burden. 
2. Apply data segmentation strategies to make sure that protected health information (PHI) is only accessible to staff with a legitimate need to access the information. 
3. Make sure that electronic forms are optimized for mobile devices. 
4. Use system alerts that notify staff when forms are incomplete or missing necessary information. 
5. Provide strict data validation rules that check for the format and consistency of the data entered. 
6. Make use of secure archiving practices for older forms that are not actively needed and need to be retained for legal reasons. 

See also: HIPAA Compliant Email: The Definitive Guide

FAQs

What is HIPAA? 

The Health Insurance Portability and Accountability Act is a law designed to provide privacy standards to protect patients' medical records. 

What is the purpose of using forms in healthcare? 

Forms are used to systemically collect and organize patient information, consent, and medical history. 

What is the difference between electronic and digital signatures?

E-signatures are any electronic means that indicate a person agrees to the contents of an electronic message or document while a digital signature is a specific type of electronic signature that uses cryptographic techniques.