Sign-in sheets are standard in medical offices. Patients usually fill out these forms before a nurse calls them in for their appointment. And like other healthcare forms, sign-in sheets require proper handling, storage, and disposal.
Compliance with regulatory guidelines is also crucial, given the security risks associated with these forms. But fret not, as this list features the best sign-in sheet solutions that are HIPAA compliant.
Top 5 HIPAA-Compliant Sign In Sheet Software:
The Role of Sign-In Sheets in Healthcare
Shifting to HIPAA-compliant sign in solutions from paper forms can benefit healthcare professionals in terms of security and effectiveness. Instead of collecting just the patient’s name, you can include questions about their last visit and compare their previous and current symptoms. This helps speed up menial tasks, taking the load off of your medical staff.
Implementing a digital sign-in solution makes integrating patient names and other PHI into centralized hospital systems less of a hassle. You can also minimize errors due to typos and missing details. Once patients fill in the information, the sign-in sheet solution will automatically save it to your healthcare system’s database.
1. Jotform
Jotform is a HIPAA-compliant online form builder and data collection tool that offers sign-in sheet solutions. It uses RSA 2048 encryption and limits data access through the privacy settings. With this online tool, you can easily collect patient forms and schedule appointments.
Best features:
- Customizable sign-in sheet templates
- EHR integration
- One-click data backup on Amazon Web
- Services and Google Cloud
- Risk assessments
- PCI scans and audits
2. NexHealth
NexHealth’s comprehensive platform lets you create and customize patient intake forms. It provides HIPAA-compliant forms that directly integrate into your existing EHR system. Depending on appointment types, you can also use prebuilt templates to gather patient information and consent.
Best features:
- Auto-sync completed forms
- Deliver forms via text or email
- Appointment scheduling
- Two-factor authentication and advanced IP controls
- Dashboard notifications
3. Typeform
Typeform is an online form-building platform with over 120 integrations, including Zapier and Salesforce. Healthcare providers can use this tool to collect basic patient health information and book appointments.
Best features:
- Calendly integration
- ISO27001 and SOC2-certified policies and procedures
- HIPAA and GDPR compliance
- Advanced data protection measures (TLS 1.2 and AES with 256-bit encryption key)
4. Fill
Fill, from the name itself, lets you create fillable forms and affix electronic signatures to sign-in sheets. It’s a HIPAA-compliant platform that employs end-to-end encryption and user access controls to keep your forms and medical records safe and private. The best thing about it is you can track the progress of your sign-in sheets as the patients fill them out. This tool also has autofill, so your patients won’t need to re-enter the same information repeatedly.
Best features:
- Unlimited electronic signatures
- Secure data infrastructure
- Signer ID verification
- Seamless EMR/EHR integration
- Multiplatform support
5. FormStack
FormStack is a HIPAA-compliant web form builder that offers sign-in sheet solutions. Healthcare professionals can collect patient data using the platform’s flexible and intuitive forms. Aside from seamless automation, you can sync the completed forms with your clinic’s EHR and EMS systems.
Best features:
- Smart lists
- Electronic signatures
- Mobile-friendly forms
- SSO-powered field prefill
- Advanced integrations
Key Features of HIPAA-Compliant Sign In Sheets
Choosing a reliable HIPAA-compliant sign in sheet software can take time. Knowing the essential features to look for can help speed up your search.
- Encryption: The level of encryption security that the sign-in sheet solution employs must be secure enough to protect data in transit and at rest.
- Electronic signatures: Your patients must be able to sign from their devices digitally. Gathering electronic signatures can save more time than asking patients to sign forms manually.
- Required form fields: Setting required fields prevents missing or incomplete patient details, which can cause further delays and hinder patients from getting immediate care.
- EHR and EMR integration: There should be a way to seamlessly integrate sign-in sheets to EMR and EHR systems, usually via API.
- Customizable forms: The software should allow the creation of customizable forms that comply with all regulatory and statutory reporting standards.
Ensure Sign In Sheet HIPAA Compliance
Ensuring sign-in sheet HIPAA compliance is a fundamental move that exhibits your organization’s proactive efforts to comply with healthcare regulatory rules. Not only does it minimize the risk of breaches and unauthorized PHI disclosures, but it also leads to better patient outcomes.
Trust, after all, is crucial in getting patients to provide accurate and sufficient health information. And that usually begins the moment you ask them to fill out and submit a sign-in sheet before they can even queue up for their turn.
