HIPAA-Compliant Online Forms Built for Healthcare

Some healthcare documents cannot be redesigned. State-mandated forms, legally reviewed consent documents, and branded intake forms require exact formatting.

PlatoForms creates fillable PDF forms online without altering your original layout. AI identifies form fields and overlays interactive areas directly onto your PDF—preserving fonts, spacing, logos, and legal language pixel-for-pixel. Patients complete forms in their browser, and you receive finished PDFs that match your approved templates exactly. Critical when auditors or regulatory bodies require specific document formats.

Patients increasingly expect to complete intake forms on their phones before appointments. PlatoForms converts your existing patient intake PDFs into mobile-optimized web forms that adapt seamlessly to any device—smartphones, tablets, or desktops. AI automatically detects every field—medical history checkboxes, insurance information, consent signatures—and transforms them into a clean, responsive layout that adjusts to any screen size.

Choose between Classic view (all questions visible at once) or Conversational mode (one question at a time, like a chat) to match how patients prefer to fill out forms. Responsive web forms reduce incomplete submissions, eliminate illegible handwriting, and deliver patient data directly into your system—no printing, no scanning, no manual data entry.

With PlatoForms’ robust platform, achieving HIPAA compliance is effortless. From automatically encrypting form data to securing electronic signatures, your patients’ health information remains confidential and safeguarded, ensuring compliance with ease.

With our online forms, patients can easily schedule appointments, update their medical history, or register as new patients from anywhere, on any device—automating your new patient paperwork to save time and reduce administrative costs. Minimize no-shows by sending appointment forms that double as confirmations.

Set up automatic reminder emails at 1 day, 3 days to trigger reminders whenever appointments are booked. When patients complete intake forms before arriving, they’re 30% more likely to show up, keeping your schedule full and your practice running smoothly.

Prior authorizations and referrals usually pass through front desk → nurse → physician → billing. Paper forms are slow and error-prone.
With PlatoForms workflows, each person sees only their section—nurses handle intake, physicians sign clinical fields, billing handles payments. Automatic notifications and reminders keep the process moving, everyone works in the same secure form, no ‘Who has the latest copy?’ chaos.

New patients need multiple forms: intake questionnaire, HIPAA authorization, financial policy, treatment consent.
With PlatoForms Master Forms, they fill out one screen. PlatoForms generates all four completed PDFs instantly, bundled and ready for the chart. No more ‘Which form didn’t they sign?’ No more calling patients back. Your front desk gets a complete package every time.

For returning patients, asking for the same information repeatedly is inefficient and frustrating. With PlatoForms’ prefill invitations, you can send forms with patient data already populated.

Before sending a follow-up questionnaire or a new consent form, pre-fill it with information from your records, such as the patient’s name, date of birth, and insurance ID. The patient simply reviews the existing data, completes the new fields, and signs. You can even lock critical information to prevent accidental edits.

This streamlines the intake process for annual check-ups, post-procedure follow-ups, and multi-visit treatment plans. It improves data accuracy, reduces form abandonment, and shows patients you value their time.

Not every patient needs every question.
Conditional logic shows or hides sections based on answers—if a patient says “No” to medications, follow-up dosage fields disappear. Fields are required only when relevant—insurance details required if billing insurance, optional for cash.
Responses can even redirect different confirmation pages: urgent symptoms → “Call us immediately,” routine follow-up → “We’ll see you Thursday.” Smarter forms mean less frustration and more complete data.

PlatoForms integrates with your existing tools. Automatically save completed forms to cloud storage (Google Drive, Dropbox, OneDrive, Box) organized by patient name and date.

Embed online payment forms directly into your website and integrate with payment processors like Stripe, enabling patients to pay bills conveniently and securely.

Use Zapier, Make, or Pabbly to build custom workflows—send Slack notifications for urgent forms, add responses to Google Sheets, create tasks in your project management system.
For direct EHR integration, use our webhook API to push data automatically. Export to CSV, JSON, or PDF anytime for manual import.

You stay fully flexible. Give patients tablets in the waiting room—they fill out forms like a clipboard, but the data goes straight into your system. Need paper? Print PDFs.
Want patients to start at home and finish in-office? Enable save-for-later. For events like vaccination clinics, set submission limits and automatically redirect to a waitlist when full. PlatoForms works the way your patients do.

When an auditor asks, “Has Mrs. Johnson’s consent form been received?” you need instant answers. PlatoForms keeps comprehensive activity logs for every interaction—including emails sent, email addresses, and manual submission deletions. Consent forms come with signature certificates documenting exactly when patients signed, along with PDF and other attachments.
During HIPAA audits, you can produce full documentation in minutes instead of hours. All logs are encrypted and access-controlled, automatically meeting Security Rule requirements.