How to Create a HIPAA-Compliant Form in WordPress

Are you working on a website that needs to be HIPAA-Compliant? What is it? What do you need to be compliant? In this article, you’ll learn all this, as well as how to create a HIPAA-compliant form in WordPress.

HIPAA stands for the Health Insurance Portability and Accountability Act of 1996. It's a federal law in the United States that sets the national standard for protecting sensitive patient health information (PHI).

What is Protected Health Information (PHI)?

This includes any information that can be used to identify an individual and relates to their past, present, or future physical or mental health condition, the provision of healthcare to them, or the payment for that healthcare. Examples include:

• Names
• Birthdates
• Social Security Numbers
• Addresses
• Phone numbers
• Email addresses
• Medical diagnoses
• Treatment information
• Prescription records
• Insurance information

Who Does HIPAA Apply To?

HIPAA applies to healthcare providers, health plans, and healthcare clearinghouses. This further includes:

• Healthcare providers include doctors, hospitals, dentists, clinics, and more.

• Health plans include health insurance companies.

• Healthcare clearinghouses process or facilitate the processing of healthcare information between two or more entities.

Key HIPAA Rules

A few key rules surrounding HIPAA are:

1. Privacy Rule
2. Security Rule
3. Breach Notification Rule

Privacy Rule

This rule gives patients rights regarding their health information and sets limits on how their PHI may be used or disclosed. Patients have the right to:

• Access their medical records.

• Request amendments to their medical records.

• Request restrictions on how their PHI is used and disclosed.

• Receive an accounting of disclosures of their PHI.

• File a complaint if they believe their privacy rights have been violated.

Security Rule

This rule sets standards for safeguarding electronic PHI (ePHI). Covered entities must implement security measures to protect ePHI from unauthorized access, use, disclosure, disruption, modification, or destruction. This includes:

• Administrative safeguards (example: policies and procedures, workforce training)

• Physical safeguards (example: access controls, device and media controls)

• Technical safeguards (example: access controls, audit trails, encryption)

Breach Notification Rule

This rule requires covered entities to notify affected individuals and the Department of Health and Human Services (HHS) in the event of a data breach that involves unsecured PHI.

Why is HIPAA important?

There are 3 main reasons why HIPAA is important:

1. Patient Privacy
2. Data Security
3. Public Trust

Patient Privacy

HIPAA protects patients' sensitive health information, giving them peace of mind and control over their personal data.

Data Security

HIPAA helps ensure that patient data is protected from unauthorized access and cyberattacks, which can have serious consequences for individuals and healthcare organizations.

Public Trust

HIPAA helps maintain public trust in the healthcare system by ensuring that patient information is handled responsibly and securely.

Consequences of HIPAA Violations

There are a couple violations that can occur when not HIPAA compliant or there’s a breach:

• Civil penalties: Up to $25,000 per violation, with a maximum of $1.5 million per year for identical violations.

• Criminal penalties: Fines of up to $50,000 and imprisonment for up to 10 years for willful neglect or intentional misuse of PHI.

Disclaimer: This information is for general knowledge and informational purposes only and does not constitute legal or professional advice.

Here are several reasons why your WordPresswebsite's forms need to be HIPAA-compliant if you collect any Protected Health Information (PHI):

• Legal and Financial Protection

• Maintaining Patient Trust

• Data Security and Integrity

• Meeting Industry Standards

• Protecting Your Organization's Reputation

Legal and Financial Protection

Being compliant can help deter the following from happening:

• Fines and Penalties: Non-compliance with HIPAA can result in significant fines, ranging from thousands to millions of dollars, depending on the severity of the violation.

• Lawsuits: Patients can file lawsuits against your organization if they believe their PHI has been mishandled, leading to potential financial and reputational damage.

Maintaining Patient Trust

When providing a HIPAA-compliant site and forms, you’re:

• Building Confidence: Patients need to trust that their sensitive health information is secure. A HIPAA-compliant website demonstrates your commitment to protecting their privacy.

• Preventing Patient Loss: Patients may choose to seek care elsewhere if they are concerned about the security of their information with your practice.

Data Security and Integrity

HIPAA-compliant websites can ensure a secure experience while doing the following:

• Preventing Breaches: HIPAA-compliant measures, such as encryption and access controls, help protect patient data from cyberattacks and unauthorized access.

• Maintaining Data Accuracy: HIPAA requires that PHI be accurate and up-to-date. Compliant systems help ensure data integrity.

Meeting Industry Standards

A HIPAA-compliant form as well as the entire website can show that your practice are doing the following:

• Having Professionalism and Credibility: Demonstrating HIPAA compliance enhances your organization's professionalism and credibility within the healthcare industry.

• Staying Competitive: In an increasingly digital healthcare landscape, HIPAA compliance can be a competitive advantage.

Protecting Your Organization's Reputation

In protecting your organization’s reputation by being HIPAA-compliant, you avoid negative publicity. A data breach can severely damage your organization's reputation, leading to negative media coverage and loss of public trust.

By ensuring your website forms are HIPAA-compliant, you protect patient privacy, minimize legal risks, maintain patient trust, and safeguard your organization's reputation.

Before you create a HIPAA-compliant form in WordPress, it’s important to note the following considerations:

• Type of Information Collected: If your forms collect any information that could be used to identify a patient and relates to their health, it likely falls under HIPAA.

• Data Transmission and Storage: How is the data transmitted (e.g., encrypted connections) and stored (example- secure servers) on your website and in your systems?

• Access Controls: Who has access to the collected data? Are there appropriate access controls and audit trails in place?

Disclaimer: While these steps can help enhance security, they may not fully guarantee complete HIPAA compliance. It's crucial to consult with a legal or security professional to ensure your specific setup meets all HIPAA requirements.

Now that you know about HIPAA, and have a few tips to consider while creating a form, here are the steps:

1. Choose a HIPAA-Compliant Form Plugin
2. Install and Configure the Plugin
3. Design Your Form
4. Secure Data Transmission
5. Implement Strong Access Controls
6. Regularly Update and Maintain
7. Consider a HIPAA-Compliant Hosting Provider

Choose a HIPAA-Compliant Form Plugin

HIPAAtizer: Specifically designed for HIPAA compliance, it offers features like encryption, secure storage, and audit trails. Note: The add-on connects to a 3rd party service.

Gravity Forms: Another robust option with a HIPAA-compliant add-on for added security. Note: The add-on connects to a 3rd party service.

Ninja Forms: While Ninja forms is yet another great WordPress form plugin, as long as you are applying HIPAA-compliance practices, you can definitely be compliant with this plugin.

Install and Configure the Plugin

For this tutorial, you’ll need the free version of Ninja Forms.

1. Log into your WordPress admin dashboard
2. Go to Plugins > Add New.

1. Search for “Ninja Forms”
2. Click the Install button, and then after that, click the Activate Plugin.

Design Your Form

• Use the plugin's form builder: Create the necessary fields for collecting patient information.

• Configure Record Submission Action: This will save only certain fields you choose and even allow some data to only remain active on a limited time.

• Limit data collection: Only collect the essential PHI required for your purposes.

Secure Data Transmission

The following are things you should do in order to secure data transmission:

• Enable HTTPS: Ensure your website uses HTTPS(SSL/TLS) to encrypt data transmitted between the website and the user's browser.

• Consider a VPN: If you're working with sensitive data remotely, use a Virtual Private Network (VPN) to encrypt your internet connection.

Implement Strong Access Controls

The following needs to be completed in order to have strong access controls:

• Restrict access: Limit access to the form's data to authorized personnel only.

• Use strong passwords: Protect user accounts with strong, unique passwords.

• Regularly review access permissions: Ensure that only necessary individuals have access to patient data.

Regularly Update and Maintain

Here’s a few tips on updating and maintaining your website and above all keep your form HIPAA-compliant:

• Keep WordPress and plugins updated: Regular updates often include security patches that address vulnerabilities.

• Back up your website regularly: This allows you to restore your website in case of a data breach or other issues.

• Conduct regular security audits: Assess your website's security posture and identify potential weaknesses.

Consider a HIPAA-Compliant Hosting Provider

• Choose a reputable provider: Select a hosting provider with a strong track record of security and compliance.

• Inquire about their security measures: Ask about their data centers, security protocols, and compliance certifications.

If you have any questions about Verpex and if the hosting for WordPress is HIPAA compliant, feel free to contact our support.

HIPAA is a complex and evolving area of law. It's crucial for healthcare providers, health plans, and other covered entities to understand and comply with these regulations to protect patient privacy and data security. Hopefully you have a basic grasp on HIPAA and this tutorial will help you create a HIPAA-compliant form in WordPress.

Lastly, make sure to consult a lawyer that is familiar with HIPAA-compliance in order to make sure you are fully educated on everything your site will need in order to be compliant.