Online forms explained: FAQs and insights into Hush™ Secure Forms

Estimated reading time: 10 minutes

Online forms are an increasingly popular way for healthcare practitioners to obtain information. But it can be hard to figure out how to start using them, especially if you aren’t very tech-savvy.

You may have questions like:

• Are online forms any better than PDFs?
• Which online forms are best?
• How exactly do I make an online form?
• Why do I need online forms if I already have an EHR?

In this guide, we’ll answer those questions and give you links to many other articles with additional information and free templates.

By the end of this blog, you’ll know exactly what web forms are and how they can help you. You may even be ready to start using them in your practice.

What are online forms?

Online forms are digital versions of paper or PDF documents that are completed and viewed online. Clients can fill them out on a phone, tablet, or desktop computer. Web forms have become increasingly popular because they are more convenient than either paper or PDF-based forms.

Online forms are easy to use. A link to the document can be emailed to clients or other professionals or posted on a website. Once a form is complete, you can review it online. If you use the forms in your Hushmail account, any submissions are delivered instantly to your secure inbox, along with an attached PDF that you can upload to an EHR.

What are secure online forms?

Secure online forms are online forms that have extra layers of protection to prevent them from being accessed by a third party. HushTM Secure Forms, for example, are hosted on a secure webpage and safeguarded with encryption.

Using secure online forms can give you peace of mind because you know you are taking extra steps to protect the information entrusted to you. This can also help to demonstrate a strong commitment to privacy.

How exactly can secure online forms be used in a small healthcare practice?

Secure online forms are useful whenever you want to obtain information or permission from clients and other healthcare professionals.

They can be used anywhere in your journey with a client, from first contact to final appointment. Popular options are contact and intake forms. You can also use them to explain your office policies. For example, you could create an online notice of privacy practices (NPP) to ensure that clients understand your commitment to privacy.

You can also use secure online forms to obtain information such as referrals or medical records from colleagues.

What are the benefits of secure online forms?

Secure online forms can help make your practice more efficient and support compliance with the Health Insurance Portability and Accountability Act (HIPAA). They can also make life easier for clients.

Managing secure online forms is low maintenance. You never have to worry whether you’ve printed enough or spend time hunting through your computer for the right file.

Since they are usually completed before (not during) an appointment, they can help you gain more quality time with your clients.

Editing and republishing is also easy with online forms. You simply make changes and save them, and the changes are instantly available to anyone with the link. There’s no need to recycle the old version and print a new one, or email out an updated PDF.

They are also much easier to store and keep organized than paper records.

Accuracy is another benefit. Since clients aren’t filling the forms out by hand, there is less potential for error due to illegible handwriting or missed information from unanswered questions.

Clients also appreciate the convenience of web forms. They can be completed anywhere at any time.

Since the forms are secure, you can use them to gain more complete information about potential clients before deciding whether or not to move forward.

Secure web forms can also help to demonstrate compliance with HIPAA rules as long as you use a HIPAA-friendly service offering a Business Associate Agreement (BAA).

And, Hushmail customers can use secure forms to enhance their National Provider Identifier (NPI) application. This is accomplished by using a form you create in Hushmail to provide an endpoint (digital mailbox) where you can receive information from other healthcare professionals.

Are secure online forms useful in mental health?

Secure online forms can be especially useful in mental health, given the sensitive nature of therapy.

Using secure forms sends a message to clients that their private mental health information is handled with care and in compliance with privacy laws like HIPAA (if you choose a HIPAA-compliant provider). This can give clients extra peace of mind and help build trust.

Many Hushmail clients work in mental health, and we have created several templates to serve them better. These include various assessments such as the Patient Health Questionnaire (PHQ-9),  Depression Anxiety Stress Scales (DASS), PTSD Checklist for DSM-5 (PCL-5), Screen for Child Anxiety Related Disorders (SCARED), and many more.

These self-administered questionnaires are scored automatically before being securely delivered to you.

Do I need secure online forms even if I have an EHR?

Although some EHR systems offer online forms, they may not cover everything you need.

EHR forms can typically only be used with people who are already clients. You can’t use them with prospective clients or other professionals. For example, you couldn’t use an EHR form when someone first contacts you or to get a referral.

Using secure online forms in addition to your EHR can fill in these gaps nicely.

Are secure online forms better than PDFs?

PDFs can be a great digital alternative to paper. However, they do have their downsides.

If you don’t use a fillable PDF and your clients are not tech-savvy, they must print the form, fill it out by hand, then scan and email it back to you. Not everyone has the equipment or the time to do all this.

With PDFs, the amount of available space to answer a question is often limited. As a client types a long response, the font size decreases to fit the field. This may cause clients to self-edit their answers. And if a client does type a long response, it may be challenging to read.

PDFs can also be difficult to edit and republish.

Online forms aren’t plagued with any of these problems. They can be viewed and completed by anyone with a device connected to the internet — no special software is required. They have unlimited space for detailed notes and never have to be printed out. They are also easy to update.

Can secure online forms replace faxes?

Although online forms can’t replace faxes, they can help to reduce them.

Using secure forms to receive information from other healthcare professionals can help to cut down on fax traffic in your office. They can be used to obtain referrals, client notes, and more.

With web forms,  there are fewer errors like missed or misprinted pages. And since they are transmitted faster than fax, they can help boost your office’s efficiency.

Which secure online forms are best?

With web forms growing in popularity, many companies are now offering them. It can be difficult to weed through them to find services that suit your needs and your budget. Ultimately, the best forms are the ones that work for you and your practice. Here are some things to consider when shopping for secure forms.

Just remember to use a provider that offers a BAA for HIPAA compliance.

Consider how easy it will be to use the company’s forms.

• Do they offer templates? If so, are they easy to customize?
• Can you build your own forms?
• Can you download the forms or access them if you discontinue service with the company?
• Do the forms meet all of your needs?

Finally, evaluate and compare costs. It’s important to do your own research, but we will point out that Hush™ Secure Forms deliver high value at a competitive price.

How do I get started with Hush™ Secure Forms?

Getting started with our online forms can be relatively simple. We recommend trying a single form to see how you like it, then building up your library of templates.

What form will you start with? Consider one form that seems to take up the most time and slows you down, and begin there.

Next, you’ll need to decide whether to use one of our templates or build your form using our drag-and-drop feature. We can also turn your paper, PDF, or EHR form into a secure online version. Fees for this service depend on your plan but are very reasonable.

How do I create a secure form using a template in Hushmail?

Creating an online form using a Hushmail template can take just a few minutes.

We have dozens to choose from, including tailored templates for specific professions from dentistry to mental health. Our most popular forms are the Secure Contact Form, and our intake forms.

How do I build my secure form in Hushmail?

Creating your form in Hushmail may require a little more time, but it is also relatively easy. You simply open a blank form, use our drag-and-drop feature to add the fields you want, and then customize them.

In the form builder, you’ll see a panel on the left with several choices of question types. These include short and long text, email addresses, dropdown menus, checklists, and more. You create your form by either clicking on a question or dragging and dropping it exactly where you want it.

How do I share forms created in Hushmail?

There are a few ways to get the form you make in Hushmail to your clients or other professionals. You can:

• Send it in an email by copying and pasting the form link
• Attach it to an email using the “Send form” option
• Put it on your practice’s website
• Add the link to your social media, Psychology Today profile, or any other website

To get the link, simply select “Copy link” in the form builder. Once you have this, it’s easy to send or add to a website.

Can online forms be smart?

If you use Hushmail, your forms can be smart! Our secure web forms can show or hide specific questions based on how a previous one is answered. This helps keep the document clean and focused.

For example, one question might be, "Do you drink alcohol?" If the user selects "Yes," the form will automatically show a follow-up question, "How many times do you consume alcohol per week?" But if the user selects "No," the follow-up question remains hidden. This feature makes a form easier to use because clients don’t need to skim through questions that don’t relate to them.

This is called “conditional logic” and can be added to the forms you build in Hushmail.

What are my next steps?

If you’re ready to try Hush™ Secure Forms but don’t have an account with us, consider signing up today. It won’t take long to get you on your way to increased efficiency and security.

And trying Hushmail is risk-free. If you don’t love it, just cancel within 60 days for a full refund.