How should a small healthcare practice move patient forms and paperwork online?
Last updated . Healthcare plan with a signed BAA. From $199 a month per practice. General information, not legal advice.
Start with the vendor, not the form: anyone storing patient answers must sign a Business Associate Agreement and give each staff member their own login, an audit log and encrypted storage. Then move intake, consents and records one at a time. GetDocsSigned's Healthcare plan covers forms, patient records, fax and order tracking under a BAA, from $199 a month per practice.
What should you check before putting patient forms online?
No agency certifies software as HIPAA compliant, so the checks are on the vendor. The first four come from the HIPAA rules; the last two are good practice.
The longer answer, with how other form tools compare, is on HIPAA-compliant online forms. General information, not legal advice.
- Will the vendor sign a Business Associate Agreement? (45 CFR 164.504(e)) GetDocsSigned: Yes, on the Healthcare plan, before any patient information goes in.
- Does every staff member get their own login? (45 CFR 164.312(a)) GetDocsSigned: Yes. Staff users are unlimited, with no shared passwords.
- Is access to patient data logged? (45 CFR 164.312(b)) GetDocsSigned: Yes. Viewing, changing, downloading and faxing patient data each leave an audit record.
- Is the data encrypted in transit and at rest? (45 CFR 164.312(a)(2)(iv), (e)) GetDocsSigned: Yes: TLS in transit and AES-256 at rest, on dedicated AWS infrastructure in the United States.
- Do notification emails stay free of patient information? GetDocsSigned: Yes. They only say a form came in; staff sign in to read it.
- Is the patient-facing form free of ad and analytics trackers? GetDocsSigned: Yes. Patients fill out healthcare forms on health.getdocssigned.com, a separate patient site with no trackers.
Guides for small practices
Choosing a HIPAA form tool
What HIPAA asks of an online form, and how common tools compare.
- Best HIPAA-Compliant Intake Form Software for Therapy Practices (2026)Six intake form tools compared for therapy practices: which sign a BAA, what they cost, and which also track physician orders.
- Is Google Forms HIPAA Compliant? What Practices Need to Know (2026)Google Forms can hold patient data only in a paid Google Workspace account with Google's BAA accepted. Free Google accounts can't. What's covered and what isn't.
- Is Jotform HIPAA Compliant? Plans, BAA and Limits (2026)Jotform can be used for patient data only on its Gold or Enterprise plan, with HIPAA turned on and a BAA signed. What that costs and what it covers.
- HIPAA Consent Forms and NPP Acknowledgments: What HIPAA Actually Requires of a Small PracticeWhat HIPAA requires for the Notice of Privacy Practices, the acknowledgment of receipt, and authorizations to disclose — and what it doesn't. A plain-English explainer for small healthcare practices.
- Electronic Signatures for Healthcare: Are E-Signatures HIPAA Compliant? What Clinics Need to KnowLegally, yes. Here's the law, and what a tool needs, starting with a BAA, before patient documents go into it.
- AI Form Builder for Medical Intake: Describe Your Form, Get It Built in SecondsAI form builders let healthcare practices draft intake questionnaires, consent forms, and patient assessments by describing them in plain English. Here's how drafting works, what to review, and where patient forms get published.
Running the front office
Intake, records, new-hire paperwork, copays and software costs at a small practice.
- How to Automate Paperwork at a Small Healthcare PracticeSmall healthcare practices lose hours every week to paperwork. Here's a practical automation playbook: digital intake forms, online consent signatures, order tracking, and payment links.
- Patient Records Organization for Small Clinics: Folders, Checklists, and Compliance Tracking Without an EHRSmall healthcare clinics need organized patient records for compliance and audits. Here's how to organize records around one file per client, a checklist of what belongs in it, and a clear way to follow up on what's missing.
- Employee Onboarding Forms for Healthcare Practices: Hire Faster Without Per-User Software FeesHealthcare practices need I-9s, W-4s, HIPAA training acknowledgments, credentialing docs, and policy sign-offs for every new hire. Here's how to handle onboarding digitally at flat-rate pricing.
- Collecting Copays and Session Fees Without a Full Billing SystemSmall therapy practices don't need a full billing platform to collect copays. Payment links, sent by email or copied into a text message alongside your intake forms, handle session fee collection without per-provider fees.
- The Per-Clinician Practice Management Problem: Why Small Healthcare Practices Are Overpaying for Software They Don't Fully UsePractice management software for therapy practices is priced per clinician. Here's how those fees add up as a practice grows, which costs scale with headcount and which don't, and how to run the numbers for your own practice.
- What Small Healthcare Practices Actually Need From Software in 2026The healthcare software market offers hundreds of options. Most are overbuilt for small practices. Here's what a 5-50 employee clinic actually needs — and what you can skip.
What does the Healthcare plan include?
- A signed Business Associate Agreement (BAA) before any patient information goes in
- Unlimited staff users, each with their own login
- Setup of your existing forms from your blank PDFs
- Healthcare forms patients fill out on a phone, with no account or app
- Patient records and the files in them
- Fax: sending, inbox, and matching faxes to orders
- A physician order and authorization tracker with renewal reminders
Questions practices ask
Is there a HIPAA certification for form software?
No. The U.S. Department of Health and Human Services doesn't certify software as HIPAA compliant. Look for a signed BAA and a clear list of what it covers. GetDocsSigned holds no SOC 2 report or other third-party certification.
Can we try it on a free account first?
Not with patient information. Free and regular GetDocsSigned accounts aren't covered by a BAA. Healthcare accounts are set up by hand after a short call.
Can you turn our paper forms into online forms?
Yes. Send us your blank PDFs and we set up the online versions; it's included in the price. Never send forms a patient has already filled out.
Does every staff member get their own login?
Yes. Staff users are unlimited and each has their own login, with no shared passwords. You remove staff yourself.
What does the BAA not cover?
It does not cover e-signature envelopes and their signed documents; document packets; payments; the AI form builder (use blank templates only); every regular or free GetDocsSigned account. Keep patient information out of those.
How much does it cost?
Healthcare accounts start at $199 a month per practice, with unlimited staff users. That includes the BAA and setting up your forms from your blank PDFs. Practices with several locations get a quote.
Send us your blank forms
Healthcare accounts start at $199 a month per practice, with unlimited staff users. That includes the BAA and setting up your forms from your blank PDFs. Practices with several locations get a quote.
Please don't put patient information in a regular or free account. General information, not legal advice: your practice still needs its own HIPAA risk analysis and policies. See what makes an online form HIPAA compliant.