Speech Therapy Software for HIPAA Intake Forms and Physician-Order Renewal Tracking
By William Heath, founder of GetDocsSigned. Last updated: .
Keep your EHR. Replace the intake paperwork and the renewal spreadsheet.
- A BAA signed when we set up your practice’s account.
- Patient data kept in a dedicated HIPAA environment on AWS.
- Unlimited staff users.
From $199 a month per practice.
GetDocsSigned gives speech therapy practices HIPAA-compliant intake forms that parents complete on a phone, plus a tracker for physician orders, plans of care and insurance authorizations with built-in fax. It runs beside your EHR, such as Fusion by Ensora Health (formerly Fusion Web Clinic) or ClinicSource, and replaces the renewal spreadsheet. Healthcare accounts are set up by us with a signed BAA.
What does a speech therapy practice still do by hand after buying an EHR?
Two jobs usually stay on paper and spreadsheets: new-patient paperwork and renewal chasing. Parents get a packet to print or fill out in the waiting room. The office manager keeps a spreadsheet of every child's physician order, plan-of-care and authorization end dates, faxes renewal orders to pediatricians, and re-checks the list to see which ones never came back.
One practice we built this with was faxing 15 to 20 renewal orders a month and re-checking its spreadsheet every five days to chase the unsigned ones. A renewal that slips means treating without a valid order or authorization, and those visits may not get paid.
How do you track physician orders and plan-of-care renewals without a spreadsheet?
Each patient has a row with their therapist, their pediatrician's office and the dates that matter: physician order end, authorization end, six-month evaluation and yearly evaluation. The Due board shows what is overdue, what is due this month, and what is due in the first and second half of next month. From there you fax the order, mark it chased, flag that the pediatrician wants a well-check first, or mark it received with the new end date.
Orders that have not come back are flagged again after five days, and orders you faxed from GetDocsSigned can be re-faxed automatically if you turn that option on. Marking an order received sets its new end date, so the next renewal comes back onto the board when it is due.
North Carolina practices: see how NC Medicaid prior authorization works for therapy.
How do faxed orders get sent, chased and filed?
Your practice gets its own fax number, and you send a physician order straight from the Due board. The tracker records when it went and whether it was delivered. Signed orders that come back by fax arrive in a fax inbox, where you match them to the patient. Orders that come back on paper can be marked received by hand. The signed PDF downloads so you can file it in your EHR.
How do parents fill out intake paperwork on a phone?
You send a link, and the parent opens it on a phone with no app and no account. They fill out the forms, sign, and can add a photo such as an insurance card. Your staff gets an email that a submission is waiting, with no patient details in the email, then views the submission inside GetDocsSigned and downloads the completed PDF.
You do not rebuild your packet by hand. Upload your existing blank PDF forms and the AI form builder turns them into online forms you can edit.
Does GetDocsSigned replace Fusion, ClinicSource or another EHR?
No. Your EHR stays the system of record for clinical notes, scheduling and claims. GetDocsSigned handles the two jobs around it: getting paperwork in from families and getting signed orders back from physicians. There is no integration to set up. Completed forms and signed orders download as PDFs that you file in the chart. A billing view keeps each patient's member ID, Medicaid number and diagnosis codes one click away for copying into payer portals.
How does GetDocsSigned compare with HIPAA form builders and therapy EHRs?
It does a narrower job than an EHR and a wider one than a form builder.
| Capability | General HIPAA form builders (for example Jotform, FormDr) | Therapy EHRs (for example ClinicSource, Fusion, SimplePractice) | GetDocsSigned |
|---|---|---|---|
| HIPAA-compliant intake forms with a BAA | Yes | Usually built in | Yes |
| Turns your existing blank PDF forms into online forms | Varies by product | Varies by product | Yes |
| Physician-order and plan-of-care renewal tracking | Not typically | Varies by product | Yes |
| Insurance authorization end-date tracking | Not typically | Often built in | Yes |
| Faxing orders to physicians and tracking what came back | Not typically | Varies by product | Yes |
| Clinical notes, scheduling and claims | No | Yes | No |
| Large library of ready-made form templates | Yes | Varies by product | No, we build yours from your own blank PDFs |
| Works beside the EHR you already have | Yes | It is the EHR | Yes |
| Pricing model | Per plan, often by submission volume | Usually per clinician per month | From $199 a month per practice, unlimited staff users |
Checked October 2026. Products change, so confirm details with each vendor.
Is GetDocsSigned HIPAA compliant, and what exactly is covered?
Healthcare forms and their submissions, the patient tracker, patient records and fax run in a separate HIPAA environment, and we sign a Business Associate Agreement with your practice before any patient information goes in.
- Patient data is stored on dedicated AWS infrastructure in the United States, under a BAA with AWS.
- Data is encrypted in transit and at rest.
- Each practice's data is isolated from every other account.
- Access and changes are written to an audit log.
- Notification emails never contain patient information.
- Patient-facing forms carry no advertising or analytics trackers.
- Our fax carrier operates under a BAA.
Not covered: the AI form builder (it only ever sees blank forms), e-signature envelopes and their signed documents and audit trails, document packets, payments, and any regular or free account.
No government body certifies software as HIPAA compliant, so be wary of any vendor that claims a certification. Ask for a signed BAA and a description of the safeguards, which is what this section is. For what HIPAA requires of any online form, see HIPAA-compliant online forms.
Who built this, and who uses it?
GetDocsSigned's therapy tools were built with the office staff of a pediatric speech therapy practice in Wilmington, North Carolina, which uses them every day in place of its renewal spreadsheet. The tracker's statuses, the five-day chase and the well-check flag all came from how that office already worked.
What do practices ask before they switch?
Is GetDocsSigned an EHR?
No. It does not do clinical notes, scheduling or claims. It handles intake paperwork and physician-order and authorization renewals, and it runs beside the EHR you already use.
Can it track a physician order as due, faxed, chased and received?
Yes. An order shows as due on the board, is marked sent once it is faxed, shows the date it was last chased, and closes when it is received. A separate status marks when the pediatrician needs a well-check before signing. Marking an order received sets the new end date.
Does it warn us before an authorization or plan of care expires?
Yes. The Due board shows what expires this month and in the first and second half of next month, and overdue items stay on the board until a renewed order is marked received. A daily email tells you how many orders need chasing, with a link to the board.
Can we keep using our own intake forms?
Yes. Upload the blank PDFs and the AI form builder converts them into online forms that you can edit. Only upload blank forms, never completed ones.
Do parents need an app or an account?
No. They open a link on their phone, fill out the forms and sign.
Do you sign a BAA?
Yes. We set up each practice’s healthcare account ourselves and sign the BAA before any patient information is entered. Regular and free GetDocsSigned accounts are not covered by a BAA.
Is GetDocsSigned HIPAA certified?
No vendor is, because no government body certifies software for HIPAA. We sign a BAA and keep patient data in a dedicated, encrypted environment on AWS where every access and change is written to an audit log. We don’t hold SOC 2 or any other third-party certification.
Does it integrate with Fusion or ClinicSource?
There is no direct integration. Completed forms and signed orders download as PDFs that you file in the chart, so it works beside any EHR.
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.
Is it only for speech therapy?
No. The same tools fit occupational and physical therapy practices that need physician orders and insurance authorizations.
How do we get started?
Request a demo below. We sign the BAA, rebuild your forms from your blank PDFs, and help you bring over your renewal list from your spreadsheet.
How do we get started?
Request a demo. We will show you the tracker with sample data, answer your HIPAA questions and walk you through pricing, which starts at $199 a month.
Please don't include patient information in this form. Healthcare accounts are set up by us with a signed BAA, so don't enter patient data into a regular trial account.