How To Send HIPAA-Compliant Forms Via Text Message?

Introduction 

If you run a healthcare practice, surely one of the most important things you take care of is HIPAA compliance. HIPAA compliance allows you to safeguard your patient’s sensitive health information, also called patient health information or PHI. 

To ensure complete patient satisfaction, you need to be able to easily communicate with them, and make the operational aspects as easy as possible. 

HIPAA-compliant texting allows practices to communicate with patients securely. One can utilize HIPAA-compliant texting to communicate with patients over their preferred means of communication and gather essential patient information through intake forms. 

Why use HIPAA-compliant forms via text message? 

As the name suggests, HIPAA-compliant forms are forms that comply with HIPAA guidelines. They ensure that patient health information is collected safely and securely, without violating the patient’s privacy. 

Digitally delivering these forms can help in the following ways: 

1. Convenience:  Patients can fill out forms from the comfort of their own homes or on their mobile devices, saving time and not having to come to an appointment early just to fill in the forms. 
   
2. Efficiency: Digital forms can be completed more quickly than paper forms since patients can type responses rather than write them by hand.
   
3. Accuracy: Digital forms can include validation checks and prompts for missing information, reducing the likelihood of errors or incomplete submissions.
   
4. Security: Digital forms can be encrypted and stored securely, reducing the risk of unauthorized access or loss compared to paper forms. Compliance with data protection regulations, such as HIPAA, can be easily maintained with digital forms.
   
5. Integration: Digital forms can be seamlessly integrated with electronic health record (EHR) systems and other healthcare IT systems, allowing for automatic population of patient data and reducing the need for manual data entry.

Why use text messaging to send forms? 

• Text messaging is the most versatile means of communication because each and every patient owns a mobile phone, and every phone has texting features. 

• Studies also suggest that the majority of patient prefer using texting as their preferred mode of communication. Texting also has an open rate of 98% making it the most engaging communication means. 
• Secure text messaging also helps ensure that HIPAA compliance is maintained. 

Use cases of HIPAA-compliant forms via text messaging 

1. Data collection and storage
   
   You can send HIPAA-compliant forms via text to gather basic information about the patient. The initial intake form details the patient’s personal information, medical insurance info, etc, which can easily be collected through HIPAA forms.
   
2. Consent Forms
   
   A lot of medical treatments, procedures, surgeries, etc require the explicit consent of the patient. You can send these consent forms via text message so that the patient can fill them out and not spend extra time on the day of the procedure to fill out the form.
   
   
3. Prescription Refills
   
   The process of refilling of prescriptions can be completely automated with the help of digital forms. Patients can fill out a prescription request form. This request can then be authorized by their physician and forwarded to the pharmacy via text/email. Once the request has been approved, the patient can receive communication notifying them about the pick up for their prescription.
   
4. Patient Feedback and Surveys
   
   Forms are a great way to collect patient feedback. Simply populate the form with relevant questions and send them to the patients. They can then fill out the form in the comfort of their homes on their own time and give honest feedback. Practices can also conduct different kinds of Surveys through HIPAA-compliant forms.
   
   
5. Billings and Claims
   
   Digital forms can be utilized for billing purposes, including capturing procedure codes, diagnosis codes, provider information, patient demographics, and insurance details. These forms are essential for submitting claims to insurance companies for reimbursement and maintaining financial records.

How to implement HIPAA-compliant forms via text message? 

To implement the HIPAA-compliant forms through text message you need to follow these guidelines. 

1. Choose a HIPAA-compliant platform
   
   A. Once you decide to send HIPAA-compliant forms digitally, you need to ensure that you are doing so through a HIPAA-compliant platform.
   
   B. HIPAA-compliant platforms like Emitrr, allow you to send forms securely via text message. It used end-to-end encryption. A secure link is sent to the patient, which upon opening, leads the patient to a secure portal.
   
2. Train staff on HIPAA regulations
   
   A. Train staff on how to properly use text messaging platforms or software that are HIPAA-compliant, including encryption features and secure authentication methods.
   
   B. Educate staff on the importance of maintaining patient confidentiality, avoiding discussing patient information in unsecured environments, and using best practices for secure communication
3. Establish protocols for data handling and storage
   
   A. Most HIPAA communication platforms would integrate with your EHR to seamlessly pass patient data in the forms to the database. They also ensure that this is done in a HIPAA-compliant manner.
   
   B. Implement access controls and authentication mechanisms to restrict access to PHI stored in text message archives, ensuring that only authorized individuals can view or retrieve patient information.
   
4. Regular auditing and monitoring
   
   A. Make sure to monitor communication platforms for any unauthorized access attempts, breaches, and HIPAA compliance according to the latest compliance rules.
   
   B. Implement logging and tracking mechanisms to record user activity and access two PHI through text message communications, enabling auditing and monitoring of user behavior.

Best practices for ensuring compliance and security for HIPAA-compliant forms via text

1.  Regular staff training
   
   Regular staff training is one of the most essential factors in ensuring compliance and security. Since the staff are the ones who send out forms and have access to the EHR, they need to be well-versed in the compliance rules of the platform and the organization. They are the ones who will help implement compliance. Hence training the staff on essential compliance rules will ensure the safety and security of patient data.
   
2.  Encryption and secure transmission
   
   The communication platform you use to send out forms via text should be end-to-end encrypted and offer secure transmission. Failing to do so would risk the PHI being intercepted by any third party during transmission.
   
3.  Periodic risk assessments
   
   Periodic risk assessment helps identify vulnerabilities, assess compliance with HIPAA regulations, mitigate risks, adapt to changes in the healthcare landscape, demonstrate due diligence, and improve overall security posture.
   
   By systematically evaluating and addressing security risks associated with text messaging, healthcare organizations can protect patient information, maintain compliance, and mitigate the potential impact of security incidents or breaches.
   
4.  Implementing multi-factor authentication
   
   Implementing multi-factor authentication will ensure that only authorized personnel access the patient records in the EHR or the communication platform. 

Why is Emitrr the best method to send HIPAA-compliant forms via text? 

1. Emitrr is a HIPAA texting app that offers all essential security features making it the only texting app adhering to all HIPAA guidelines. 
   
2. Emitrr is compliant with HIPAA and HITECH.
   
3. Emitrr offers support with a 5/5 rating in customer service on Capterra.
   
4. Emitrr offers secure texting as a feature. 
   
5. This allows the healthcare providers to text securely with the patient, ensuring that the information doesn’t get intercepted during transit and is only accessible by the patient through multi-factor authentication.
   
6. While some platforms are more inclined towards texting or more inclined towards patient engagement as well. Emitrr is equally considerate and offers advanced capabilities related to patient engagement, team collaboration, and texting, while also ensuring HIPAA compliance along the way.

FAQs

Conclusion  

Text messaging is the best way to engage with patients due to its high open rate and engagement rates. Text messaging can be used to send patient forms in a HIPAA-compliant manner with the help of HIPAA texting apps like Emitrr. This allows patients to pre-fill and submit important details before reaching the healthcare practice for an appointment and save precious time. It also helps create a seamless experience for the patients. If you wish to start with HIPAA-compliant forms through texts schedule a demo with Emitrr today!