June 19, 2018

HIPAA-Compliant Software That Will Streamline Workflow

Written by
Annabel Maw
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How can healthcare professionals get more done in less time?

The answer: a good workflow solution.

For most organizations, technology, more notably, SaaS (software as a service) technology, has changed the way work gets done. It’s now the norm for organizations to strive for an uninterrupted workflow. And a workflow that utilizes SaaS products is a sure bet to time management, productivity, and efficiency success.

But the problem is: most healthcare professionals can’t actually take advantage of these workflow solutions.

Why? Because many SaaS tools on the market aren’t HIPAA compliant.

If you’re familiar with American healthcare, then you’ve heard of HIPAA (Health Insurance Portability and Accountability Act). And if you’re not familiar, HIPAA is a “no exceptions” regulation that U.S. healthcare professionals and organizations must follow because it protects private patient information. If a healthcare professional or organization isn’t compliant, then they could be slapped with large fines and, in extreme cases, jail time.

So if HIPAA compliance isn’t part of a SaaS workflow solution, then healthcare folks aren’t able to use it.

This is why much of the industry tends to stick to the traditional way of doing things, which impedes on getting more done in less time. For example, onboarding patients with a pen and stack of paper forms, printing and storing patient information in file cabinets, manually doing hours of endless data entry, the list goes on.

But today, that all changes! Below are three HIPAA-compliant software tools that are guaranteed to streamline workflow.

G Suite

G Suite by Google is an all encompassing workflow solution that offers document storage, data collection, collaboration options, video conferencing, and more. G Suite enhances workflow because its tools and features live in one home, which makes them easily accessible. And since Google is cloud based, you can retrieve your documents, files, powerpoints, you name it, anywhere, anytime.

When you employ G Suite into your office as a workflow solution, you can easily upload patient and provider information into Drive, Sheets, Docs and share them accordingly. And, with the HIPAA compliant G Suite plan, you can ensure that patient information meets U.S. regulations and that your organization is safeguarded if an audit were to ever happen.

If you and your team are new to using online tools, G Suite might be a good option to try out because it’s simple to set up and intuitive. Google also offers a free 14-day trial of the HIPAA compliant G Suite plan, so you can test it and see if it’ll work for your needs.


JotForm is the data collection, collaboration, and productivity tool of choice for over 3.5 million users, so they must be doing something right. If your healthcare organization is looking for an inexpensive, easy-to-use, and user-friendly workflow tool, this powerful online form builder might be the solution for you.

With JotForm’s versatility and HIPAA-compliant plan, healthcare professionals can onboard patients, refill prescriptions, schedule appointments, collaborate with their team internally, and more. JotForm is also available on any device, so it’s simple to register new patients on iPads, have doctors quickly look up details on their phones, and have other staff members check information on office desktops.

JotForm also has the ability to collect payments! This feature comes in handy for invoicing patients immediately and getting paid much faster than waiting on a check to arrive in the mail. JotForm is integrated with over 20 top payment providers, such as Square, PayPal, Stripe, and Authorize.Net, so your healthcare organization can collect payments in any way it wants — all in an easy and efficient manner.

JotForm’s HIPAA-compliant plan is incredibly affordable too, starting as low as $40 per month.


Box is a cloud storage and file sharing app. It’s great for healthcare organizations that haven’t digitized yet or are in the beginning stages and need a seamless transition into the online world. With Box, your organization can consolidate its documents, files, and presentations from all other apps, docs, sheets, etc. and move them into one space. When all of your content is merged together, it makes organizing, managing, and sharing with teammates a breeze.

This tool is great for healthcare professionals who work closely with one another — there’s even a way to set permissions so file sharing is extra secure. Being able to control who can access which piece of content is ideal for professionals who are sharing content with many team members. Box also has a variety of third-party apps available for integrations, so it’s easy to sync your account with them and get your workflow automation just right.

Getting more done in less time may seem impossible for healthcare professionals and their organizations because of needing to protect patient privacy, safeguard data, and follow HIPAA compliance. But with any of the three HIPAA-compliant software solutions listed above, you’ll be on your way to simplifying, streamlining, and optimizing your organization’s workflow!

Annabel Maw is a Marketing Communications Specialist at JotForm, a popular, easy-to-use online form building tool based in San Francisco. She’s passionate about writing and has worked in communications roles domestically and internationally. When she’s not blogging about SaaS or online forms, she enjoys international travel and artisan coffee. Follow at @AnnabelLMaw.

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