The Ultimate Guide to HIPAA Compliance: Why It Matters and How to Achieve It

In today’s world, protecting sensitive health information is more critical than ever.

So, what’s HIPAA all about? Why is it a non-negotiable in healthcare? And how can you make sure your practice stays compliant? Let’s break it down, explain why HIPAA compliance is vital, and show you how to achieve it in a breeze. 👩🏼‍⚕️👨🏻‍⚕️

What Is HIPAA and Why Was It Created?

The Health Insurance Portability and Accountability Act (HIPAA), enacted by Congress in 1996, aims to protect patient privacy, secure health information, and establish standards for electronic health transactions. It consists of two main rules:

• The Privacy Rule: Governs the use and disclosure of PHI.
• The Security Rule: Outlines technical, physical, and administrative safeguards for electronic PHI (ePHI), such as encryption, access controls, and regular risk assessments.

These rules ensure that sensitive health data is handled responsibly, reducing the risk of unauthorized access or breaches.
For example, the Security Rule mandates encryption of ePHI when transmitted beyond internal firewalls, aligning with NIST standards to render data unreadable if intercepted. 🔐

Why HIPAA Compliance Is Non-Negotiable in Healthcare?

HIPAA compliance isn’t just a legal requirement—it’s a cornerstone of trust in healthcare. Failing to comply can lead to:

• Massive fines: In 2023, Children’s Hospital Colorado was fined $548,265 for failing to secure ePHI.
• Reputational damage: Data breach at the Centers for Medicare & Medicaid Services (CMS) in 2023 due to a MOVEit vulnerability, exposing data for $3.1 million patients.
• Loss of patient confidence: A 2021 survey revealed that $66% of patients would leave their healthcare provider if their personal information was compromised due to inadequate security measures.

With the average cost of a data breach has risen by 10% since 2023 to $4.88 million, HIPAA’s safeguards are essential. Compliance also streamlines operations by standardizing data practices across the industry.

Who Needs to Be HIPAA-Compliant?

HIPAA applies to:

☑️ Covered entities: Healthcare providers, health plans, and clearinghouses.

☑️ Business associates: Any third parties handling PHI, like tech vendors or transcription services.

Whether you’re a healthcare provider or a vendor handling PHI, ensuring compliance is critical to avoiding legal risks and protecting sensitive patient data.

Actionable 10 Tips for Achieving HIPAA Compliance

1. Conduct annual risk assessments (required by the Security Rule).
2. Train staff using certified courses (e.g., 25-hour CHPSE training for officers).
3. Use MFA and strong passwords to prevent breaches.
4. Encrypt all PHI, including backups.
5. Limit PHI access to authorized personnel.
6. Maintain audit logs for 6+ years.
7. Sign BAAs with vendors.
8. Secure devices storing PHI (e.g., locked cabinets).
9. Test disaster recovery plans quarterly.
10. Use HIPAA-compliant software.

The Role of HIPAA-Compliant Form Builders in Data Security

Compliance isn’t just about policies—it also requires secure tools. HIPAA-compliant form builders are essential for keeping patient data safe during collection. They help by:

• Encrypting data in transit and at rest.
• Restricting access via multi-factor authentication (MFA).
• Maintaining audit logs for accountability.

Top 4 Tips for Choosing a HIPAA-Compliant Form Builder

1. Business Associate Agreement (BAA): Make sure the vendor signs a BAA, committing to handle Protected Health Information (PHI) according to HIPAA rules.
2. End-to-End Encryption: Choose a builder that protects data both in transit and at rest with strong encryption.
3. Third-Party Audits: Ensure the vendor undergoes independent audits to verify HIPAA compliance.
4. Reliable Support: Go with a provider offering 24/7 support for any HIPAA-related concerns.

Pick a form builder that covers all these bases and you’ll ensure your patient data stays protected.

Your HIPAA-Compliant Form Solution

A form builder that checks all the boxes mentioned above? PlatoForms is an excellent choice, ensuring HIPAA compliance while offering a powerful suite of features to boost workflow efficiency:

• End-to-End Encryption: We protect ePHI every step of the way, ensuring data security both during transmission and storage.
• Smart & Customizable: Effortlessly convert PDFs into interactive forms or create your own from scratch. Fully customizable and HIPAA-compliant, it works seamlessly across all browsers and devices.
• BAAs: We sign Business Associate Agreements to commit to data handling formally.
• Integrations: Connect seamlessly with apps like Slack, Google Drive, Stripe, and more—all while maintaining high-security standards.
• Automated Workflows & Master Forms: Automate processes with customizable workflows and master forms, allowing secure collection and processing of patient data in an organized manner, reducing manual effort and ensuring consistency. 
• Signature Certificate: Automate data collection and ensure consistency with secure workflows.
• Notifications & Reminders: Automate notifications and reminders to keep patients engaged, ensuring timely form completion and optimizing workflow efficiency.
• Activity Logs: Full transparency with detailed audit trails to ensure security and compliance.

For a closer look at PlatoForms, check out this demo video:

How to Enable HIPAA Compliance in PlatoForms

It’s easier than ever to enable HIPAA compliance with PlatoForms. Just follow these simple steps:

Prerequisites

Before you begin, make sure:

• Ensure you are signed up with PlatoForms.
• You are subscribed to the Silver or Gold plan.
• You need to be the Team Admin.

Steps to Enable HIPAA Compliance

1. Go to Your Dashboard
   • Log in to your PlatoForms account and navigate to the Dashboard.
2. Select Your Team
   • Choose the team for which you have Team Admin rights and want to enable HIPAA compliance.
3. Enable HIPAA Compliance
   • On the Team page, click Enable HIPAA Compliance for Your Team in the top-right corner.
   • Click Continue to proceed.
     

What Happens Next?

• PlatoForms will upgrade all team members’ accounts to be HIPAA-compliant.
• A Business Associate Agreement (BAA) will be sent to the Team Admin’s email.
• A HIPAA compliance badge will replace the Enable HIPAA Compliance button.

Enhanced Security Measures for HIPAA-Compliant Accounts

1. Secure URL

• Once HIPAA compliance is enabled, published form URLs will change from:

  • ​https://form.platoforms.com/ → https://secure.platoforms.com/

  Tips:
  ☑️ If you’ve used any embed script or sharing URL, update it or notify users as soon as possible. After 7 days, old embed scripts and URLs will stop working.
  ☑️ If you’re using a custom domain, your share URL will remain the same, but embed scripts always need to be updated.

2. Automatic Lock & Logout

• Automatic Lock: The system locks after 15 minutes of inactivity. Re-enter your password to unlock.
• Automatic Logout: The system logs you out after 30 minutes of inactivity or when the browser is closed. The Keep me logged in option will be disabled.

3. Team Audit Log

• As a Team Admin, you can track sharing, authentication, and access activities via the Audit Log in the Dashboard.
• Regularly reviewing logs helps ensure team security and detect any unusual activity.
  

4. Encrypted Data Storage

• PlatoForms encrypts all data storage and transmission.
• Be cautious when sharing externally:
  • Emails: Our senders are HIPAA compliant, but PHI data in PDFs or CSVs should only go to HIPAA-compliant email providers.
  • Share Links: Links can be opened without login protection, so disable sharing if unsure.
  • Third-Party Integrations: Ensure cloud drives and automation tools like Zapier are HIPAA compliant before connecting.

Keeping your data safe has never been easier—enable HIPAA compliance today!

Why PlatoForms Is the Cost-Effective HIPAA-Compliant Form Builder

PlatoForms stands out as a cost-effective solution for HIPAA-compliant forms. Here’s why:

👍🏻 Transparent pricing: No hidden fees or costly surprises.
👍🏻 Scalability: Designed to support organizations of all sizes.
👍🏻 Reliable compliance: Helps mitigate risks and avoid costly penalties.

Conclusion

HIPAA compliance isn’t just a legal obligation—it’s a critical component of modern healthcare practices. Ensuring HIPAA compliance is essential for protecting patient information and maintaining a trustworthy healthcare environment.

By following the actionable steps and choosing HIPAA-compliant tools like PlatoForms, organizations can avoid costly breaches and maintain secure, efficient operations.

🚀 Ready to get started? Sign up for PlatoForms today and secure your PHI with confidence.