Mental health professionals often use screening tools like the Generalized Anxiety Disorder-7 (GAD-7) to assess anxiety symptoms in patients. Although the GAD-7 is a standardized assessment tool, providers must use HIPAA compliant forms to securely collect, store, and share the results.
What is the GAD-7?
A research study on psychometric properties of the general anxiety disorder 7-item (gad-7) scale states, “The GAD-7 is commonly used as a measure of general anxiety symptoms across various settings and populations.”
Developed by researchers from Pfizer, the GAD-7 is valued in primary care and mental health settings for its simplicity and effectiveness.
The questionnaire asks patients to reflect on their experiences over the past two weeks, rating how often they've been affected by specific anxiety-related symptoms.
Examples of these questions include:
- “Over the last two weeks, how often have you been bothered by feeling nervous, anxious, or on edge?”
- “How often have you been unable to stop or control worrying?”
- “How often have you had trouble relaxing?”
Each item is scored on a scale from 0 (not at all) to 3 (nearly every day), with the total score ranging from 0 to 21. Thereafter, scores are interpreted as follows:
- 0–4: Minimal anxiety
- 5–9: Mild anxiety
- 10–14: Moderate anxiety
- 15–21: Severe anxiety
Ultimately, clinicians use the GAD-7 to guide diagnosis, monitor symptom changes over time, and adjust treatment plans accordingly.
Should the GAD-7 be HIPAA compliant?
The GAD-7 itself is a diagnostic tool and does not inherently require HIPAA compliance. However, any patient data collected through the GAD-7 becomes protected health information (PHI) when tied to identifiable details like names, dates of birth, or medical record numbers. Under federal law, healthcare providers and their business associates are legally required to safeguard this information.
Therefore, mental health professionals must use a HIPAA compliant form when administering the GAD-7, so patients' mental health information is securely transmitted and stored.
How to create HIPAA compliant GAD-7 forms
Use a HIPAA compliant platform
Providers must choose a platform that meets HIPAA requirements for data protection. Solutions like Paubox Forms offer data encryption, user authentication, and audit logs, protecting patient data from unauthorized access and potential breaches.
Implement role-based access controls
Healthcare organizations must control who has access to GAD-7 data. Implementing role-based access controls allows clinicians directly involved in a patient's care to access assessment results while restricting administrative staff from viewing sensitive mental health data.
Additionally, auditing these access controls can help organizations promptly detect potential policy violations.
Obtain patient consent
The HIPAA Privacy Rule requires providers to obtain informed consent before collecting or using PHI. These consent forms should clearly explain how the patient's GAD-7 data will be used in their care, how the information will be stored and protected, and who will have access to it.
Use a business associate agreement (BAA)
Healthcare providers must have a signed BAA when using a HIPAA compliant solution to administer or store GAD-7 data.
Integrate forms with EHR systems
Mental health professionals can also integrate the GAD-7 into their organization’s electronic health record (EHR) to promote consistency across patient communication. Combining these systems can also help simplify record-keeping and allow for better treatment tracking.
Benefits of using HIPA compliant forms
Protecting patient data
HIPAA compliant GAD-7 forms safeguard sensitive patient data with encryption, secure storage, and access controls. It allows providers to securely share GAD-7 results with authorized professionals involved in a patient’s care without compromising privacy.
Maintains legal compliance
Healthcare providers must protect their practice by following federal data security standards. Using HIPAA compliant forms reduces the risk of data breaches and their associated penalties.
Improves clinical documentation
Paubox Forms are customizable, so providers can tailor the GAD-7 to their workflows. For example, clinicians can add fields for follow-up notes, treatment plans, or co-occurring conditions.
Supports remote care
Clinicians can also use HIPAA compliant emails to securely send these digital forms directly to patients’ inboxes, facilitating remote care before virtual appointments.
Furthermore, patients can complete the GAD-7 online at their convenience for more thoughtful responses.
Read also: Should remote monitoring technologies be HIPAA compliant?
FAQs
What is a business associate agreement?
A business associate agreement (BAA) is a legally binding contract establishing a relationship between a covered entity under the Health Insurance Portability and Accountability Act (HIPAA) and its business associates.
The purpose of this agreement is to ensure the proper protection of personal health information (PHI) as required by HIPAA regulations.
Do HIPAA compliant forms require special training to use?
No, covered entities can use a HIPAA compliant platform, like Paubox, which offers user-friendly interfaces and intuitive design elements that make it easy to navigate and complete the forms.
Can HIPAA compliant forms be used to collect non-health-related information?
Yes, HIPAA compliant forms can be adapted for different purposes, like gathering contact information or demographic data.
