Frequently Asked Questions

Yes. EasyDocForms is fully HIPAA compliant. We provide encrypted data storage (AES-256), encrypted data transmission (TLS 1.3), a signed Business Associate Agreement (BAA), role-based access controls, and comprehensive audit logs. Our infrastructure runs on Google Cloud Platform, which maintains SOC 2 Type II and HIPAA certifications.

Yes. We provide a signed BAA to all customers at no additional cost. The BAA is included with your subscription—you don't need to upgrade to a special "HIPAA plan" like some competitors require. You can request your BAA during onboarding or at any time from your account settings.

In our experience, the vast majority of medical offices do not have Google Forms set up correctly for HIPAA compliance. While Google Forms can be made compliant with a Google Workspace subscription, signed BAA, and proper configuration, most practices miss critical steps. Even when configured correctly, Google Forms lacks healthcare-specific features like e-signatures, body diagrams, and outcome assessments. Purpose-built intake software is more practical and often more affordable than trying to make Google Forms work.

Only on paid plans. JotForm requires a Gold plan ($99/month) or Enterprise plan to be HIPAA compliant. Their standard free and lower-tier plans cannot be used for patient health information. Also note that many JotForm integrations (Mailchimp, Zapier, etc.) are not HIPAA compliant, so you must be careful which features you use.

Yes. We've fully implemented Medicare Advance Beneficiary Notice (ABN) forms to improve your compliance. Our ABN module meets CMS requirements and integrates seamlessly with your intake workflow, so patients complete everything in one session rather than dealing with separate paper forms.

A HIPAA-compliant intake form requires five things: (1) encryption of data in transit and at rest, (2) a signed Business Associate Agreement with your vendor, (3) access controls limiting who can view patient data, (4) audit logs tracking all data access, and (5) secure electronic signature capture with timestamps. Your vendor must also have appropriate physical and administrative safeguards in place.

Using non-compliant forms to collect Protected Health Information (PHI) violates HIPAA. Penalties range from $100 to $50,000 per violation, with annual maximums up to $1.5 million per violation category. Beyond fines, breaches damage patient trust and can result in required corrective action plans, public notification, and reputational harm.

You have two options with EasyDocForms. Option 1: Upload your existing PDF forms and our AI converts them into mobile-friendly digital versions automatically—no rebuilding from scratch. Option 2: Use our white-glove onboarding service. Just email us your PDFs (or even describe what you want), and we'll build your forms for you. Most practices are live within a few days.

Yes! We offer complete white-glove onboarding specifically for practices that don't want to deal with technology. Send us a PDF, describe what you want, or just tell us your workflow—you dream it, we build it. You don't need any technical skills. Our team handles everything, and most practices are up and running within days without touching any configuration themselves.

Absolutely. Our white-glove onboarding is included at no extra cost. Send us a PDF, describe a PDF, or just tell us what you need—you dream it, we build it. We know you're busy running a practice; you shouldn't have to become a software expert.

Absolutely. If you have a specific workflow, unique form requirements, or custom functionality in mind, just tell us what you need. You dream it, we build it. Our team can create custom solutions tailored to your exact practice requirements—just reach out to discuss your project.

With our white-glove onboarding, most practices are collecting digital intake within 2-3 days. If you prefer to set up forms yourself, our AI PDF conversion takes minutes, and you can be live the same day. Compare this to DIY platforms where building forms from scratch typically takes 1-2 weeks.

No. Unlike most form builders that require you to recreate everything using drag-and-drop tools, EasyDocForms can convert your existing PDFs into digital forms using AI. You keep the workflows you've already refined over years—we just make them mobile-friendly and add smart features.

Absolutely. We have multiple body diagram options available out of the box—front, back, lateral views, and specialty-specific diagrams. Patients can mark pain locations interactively, giving you clear visual documentation before they walk in the door. No custom development needed; body diagrams are ready to use.

Yes. Conditional logic is fully implemented in EasyDocForms. Forms can show or hide questions based on previous answers, automatically select the right assessments based on chief complaint, and adapt to each patient's specific situation. This keeps forms relevant and improves completion rates by not asking unnecessary questions.

Absolutely. At EasyDocForms, we pride ourselves on helping practices tackle even the most complex forms. Multi-page packets, branching logic, specialty-specific assessments, legal documentation—we've seen it all. If your current forms are complicated, that's exactly what we're built for. Send us your trickiest form and we'll make it work.

Yes. We've built out industry-best terms and conditions functionality that allows for both checkbox acknowledgment and graphical signatures. Patients can read your terms, check a box to agree, and provide a drawn signature—all with timestamps and audit trails for legal defensibility.

Yes. We have a custom informed consent module designed for healthcare practices. Bring us your consent text—whether it's treatment consent, procedure-specific consent, or HIPAA acknowledgment—and we'll implement it with proper signature capture, timestamps, and compliance documentation. Our consent forms have held up in insurance disputes and legal proceedings.

Yes. All EasyDocForms are mobile-optimized and work on any smartphone, tablet, or computer. Over 70% of patients complete intake on their phones, so mobile-first design is essential. Our forms use large touch targets, progress indicators, and save-and-resume capability for the best mobile experience.

Instead of scrolling through 10-20 pages of intake before each appointment, EasyDocForms generates a 1-2 page doctor summary with just the information you need: consent status, pain scales, vitals, accident history, medications, and review of systems. Walk into every appointment prepared, not overwhelmed.

Patients photograph their pill bottles with their smartphone. Our AI extracts the drug names, dosages, and frequencies into a clean, structured table. No more illegible handwriting, forgotten medications, or "I left my list at home." This feature alone saves significant staff time and improves medication accuracy.

Yes. EasyDocForms e-signatures comply with the ESIGN Act and UETA, making them legally equivalent to handwritten signatures. Each signature includes a timestamp, IP address, and audit trail for legal defensibility. Our signatures have held up in insurance disputes and legal proceedings.

EMR integrations depend on your specific EMR setup and capabilities. We offer multiple integration approaches: direct API integration for supported systems, PDF export for manual import, HL7 data transmission, and webhook notifications when forms are completed. Please reach out to us to discuss your specific EMR—we'll work with you to find the best integration approach for your workflow.

Yes. EasyDocForms is designed to complement your existing systems, not replace them. We handle intake; your PM software handles scheduling, billing, and records. Many practices prefer this approach because dedicated intake tools do a better job than EHR-integrated forms.

$49/month. That's it. Unlimited forms, unlimited patients, unlimited providers, unlimited locations. No per-provider fees, no per-submission fees, no contracts. One flat price that doesn't punish you for growing.

Yes. We offer a 14-day free trial with full access to all features. No credit card required to start. We want you to experience how EasyDocForms works with real patients before committing.

Because per-provider pricing punishes growth and creates awkward decisions about who "counts" as a provider. We believe in simple, transparent pricing. Whether you're a solo practitioner or a 10-provider group, it's $49/month total.

No truly free solution exists that is genuinely HIPAA compliant and includes healthcare-specific features. Google Forms can be compliant with a paid Workspace subscription, but most offices don't configure it correctly, and it lacks e-signatures, body diagrams, and medical templates. JotForm's HIPAA tier starts at $99/month. At $49/month, EasyDocForms offers the most affordable fully-featured HIPAA-compliant option.

Yes. EasyDocForms was built with chiropractic in mind. We include NDI, Oswestry, Roland-Morris assessments, interactive body diagrams, accident history documentation, and a doctor summary that pulls together everything you need for the initial consult. Our forms have been battle-tested with real chiropractic patients for maximum completion rates.

Yes. We offer treatment-specific consent templates for Botox, fillers, PRP, microneedling, and custom procedures. Features include contraindication screening, photo release authorization, and before/after documentation workflows. All designed for the unique compliance needs of aesthetic practices.

Yes. If we don't have templates for your specialty, our white-glove team will build custom forms to match your exact workflow. Just send us your existing forms, describe your needs, or schedule a call to walk through your requirements. You dream it, we build it.

Both are solid HIPAA-compliant options, but they differ in approach. IntakeQ is a DIY drag-and-drop builder—flexible, but you build everything yourself. EasyDocForms converts your existing PDFs using AI and includes white-glove setup where we build your forms for you. IntakeQ charges per practitioner ($49.90+/month each); EasyDocForms is $49/month flat regardless of team size. EasyDocForms also includes AI features (medication extraction, summaries) that IntakeQ doesn't offer.

Phreesia is an enterprise platform designed for large health systems and high-volume practices. It includes insurance verification, payment collection, and extensive EHR integrations—but at enterprise pricing ($200-500+/month) with complex implementation. EasyDocForms is built for independent practices: simpler, faster to implement, and $49/month. If you're a small-to-medium practice that just needs great intake, EasyDocForms is likely a better fit.

In our experience, the vast majority of medical offices do not have Google Forms set up correctly for HIPAA compliance. Even when configured properly, it lacks critical healthcare features: no e-signatures, no body diagrams, no conditional logic for outcome assessments, no medication lists, no patient-friendly mobile experience. You'll spend more time working around limitations than you'd spend on a purpose-built solution. EasyDocForms at $49/month is purpose-built for healthcare and requires zero configuration headaches.

JotForm and Typeform are general-purpose form builders that offer HIPAA-compliant tiers. They're flexible but generic—you'll build everything from scratch without healthcare-specific features. No body diagrams, no outcome assessments, no medication extraction, no doctor summaries. JotForm's HIPAA tier costs $99/month; Typeform requires enterprise pricing. EasyDocForms gives you healthcare-specific features at $49/month.