HIPAA Compliant Form Questions

Greetings,

I am trying to learn some more about the functionality of the forms compared to another online form company we are currently using.  I was wondering a few things:

1.  Is there an option to change who the email address is that the form is sent from?  Or is it always going to come from a generic @jotform.com email address?

2.  Is the way the form is submitted via email to contacts, does it use an encrypted transmission with sending the form data out each time it's completed?

3.  Do you allow for logic fields to be included in building a form?  Example for a question on whether a patient is a smoker (Y) or (N), if they select Y then additional fields become available for them to complete.  Wondering if something like this exists?

Thanks!

Mike

1.  Is there an option to change who the email address is that the form is sent from?  Or is it always going to come from a generic @jotform.com email address?

You can change the sender email by following this guide:

https://www.jotform.com/help/238-How-to-Add-a-Custom-Sender-Address-to-an-Email-Alert

2.  Is the way the form is submitted via email to contacts, does it use an encrypted transmission with sending the form data out each time it's completed?

Yes, everything is transmitted thru a secure protocol. You may learn more of our security measures by checking out our Security page:

https://www.jotform.com/security/

In addition, HIPAA compliant forms have added security measures, you may also check out our HIPAA page:

https://www.jotform.com/hipaa/

3.  Do you allow for logic fields to be included in building a form?  Example for a question on whether a patient is a smoker (Y) or (N), if they select Y then additional fields become available for them to complete.  Wondering if something like this exists?

Yes, in fact, we do have a couple of conditional logic that you can use depending on your needs.

https://www.jotform.com/help/57-Smart-Forms-Conditional-Logic-for-Online-Forms

Hello, thanks for the response.  With question 2... when forms are submitted the data is sent to the contacts I have listed however the information you provided suggests that when encrypting the form to meet HIPAA compliance the individual receiving the form data will instead need to login to obtain the data using a key?  Will they need to use this key everytime to login and obtain the data submitted?  

Thanks

No they don't need to have a key. Just to clarify, we do send the data over encrypted / secure protocols, however, we cannot guarantee that the receiving end is HIPAA compliant (depending on your user's email service provider), as such, JotForm takes extra precautionary measures when handling data of HIPAA compliant forms within an email.

You may view our specific article on that here:

https://www.jotform.com/help/504-How-to-use-Notification-and-AutoResponder-emails-in-HIPAA-accounts

Thanks, this is helpful.  I see there is an option for PDF's and password protecting them when they are sent out.  If this is an option would they be able to use the same password to open each PDF once a form is completed?  Thanks!

Hello Mike,

Yes, they will be using the same password you set up on the email notification as stated on item 6 on this guide: How-To-Include-Submissions-As-PDF-Attachment-In-The-Email-Notifications

6- For HIPAA accounts, PDF Attachments are allowed only if you provide a strong password. Your password must contain a minimum of 8 characters and it must be a mix of upper case, lower case, numbers and special characters. Please write the password you want to use.

Let us know if you need further assistance.

Thank you, on that can a form that is submitted be transformed into a PDF that is password protected when sent to an email address?

Yes, you are correct. Every submission can be converted to a PDF document through the PDF Editor as stated on the guide.

You can also customize the PDF submission report according to your preferences: How-to-Customize-PDF-Submissions-Report

I read through that link and it sounds like you have to create a PDF form.  I'm interested in created a standard form with logic etc that can be embedded on a site and curious if when it's submitted it can be submitted as a PDF file that is encrypted?

Yes, you can create an online form, embed it on a website. Once submitted, the form submission can be sent as a PDF attachment, but it will not be encrypted. This is because encryption feature does not work with PDF documents.