Send HIPAA protected data to recipient

  • tfalso
    Asked on March 17, 2020 at 7:21 PM

    Hello, 

    I would like to have an email sent to a particular recipient if a certain question is answered a certain way on the form.  I get the conditional logic to use, however, I am trying to figure out how to send the data from the form being that it is protected by HIPAA.  I have the option to attached a pdf version of the form, which could work, however, the formatting is very messy and I can't seem to edit the pdf version with automatically changing the web form version.  

    Is there either a way to:

    1.  make the pdf attachment a differently formatted version of the web form while keeping the web form intact?

    2. 

    Send data in the email body but somehow secure it/maintain HIPAA compliance?

  • Bojan Support Team Lead
    Replied on March 17, 2020 at 8:02 PM

    Greetings and thank you for your message.

    Yes, you can customize the attached PDF to your desire. 

    You need to go to form Settings and select Emails from the left menu. Then you can click the pen icon to modify the message:

    Send HIPAA protected data to recipient Image 1 Screenshot 30

    Then you need to go to the Advanced tab and enable PDF Attachment. You will be able to edit the PDF by clicking the icon next to the document name:

    Send HIPAA protected data to recipient Image 2 Screenshot 41

    Please note that you need to add the password to the PDF so it would be included in the email.

    Modifications on the PDF document won't affect on the actual form.

    I have opened a new thread regarding your second question. You can see it on the following link:
    https://www.jotform.com/answers/2213591

    You will receive a reply soon.

    If you have any questions regarding your first question, please let us know.

  • tfalso
    Replied on March 18, 2020 at 9:29 AM

    I have tried to edit the pdf document, however, when I do something like delete a field I don’t need in the pdf (but do need in the web form), I get the message below. I’ve tried hiding fields but it makes the fields hidden on the web form as well.



    Tim Falso

  • John Support Team Lead
    Replied on March 18, 2020 at 9:59 AM

    Hello Tim - It seems you have sent an image as an attachment. Unfortunately, we're unable to view it here. Please try re-posting it on this forum by following this guide on How-to-Post-Screenshots-to-Our-Support-Forum so we could check what you're referring to.

  • Tim Falso
    Replied on March 18, 2020 at 10:07 AM

    See below1584540427image Screenshot 10

  • John Support Team Lead
    Replied on March 18, 2020 at 10:09 AM

    I can see that what you have there is a PDF Form, so I assume that this is what you've been receiving when you delete the field in the said PDF:

    Send HIPAA protected data to recipient Image 10

    Please note that a PDF FORM is a PDF version of the web form. So when you delete fields on it, it will also delete its equivalent field in the web form.

    So I think what you need is a PDF Document. Yes, PDF Form is different from PDF Document. Here's the difference:

    A PDF form is our way of saying, “fillable PDF form.” It’s a PDF with blank fields that individuals can complete. With a PDF form, you have an array of settings and integrations to choose from.

    A PDF document is a PDF (portable document file) that displays information and can be easily shared, downloaded, or printed. JotForm PDF Editor allows you to move elements around in your PDF document and customize the design. This contains the submission data that your users provided.

    With this PDF, you can hide what fields you don't want the receiver to see without affecting the fields in the web form. So I believe this is what you need.

    Please try creating one by following this guide below:

    Send HIPAA protected data to recipient Image 21