How Does a Paubox Encrypted Contact Form Work? (With Pictures)

Every premium Paubox account comes with one encrypted email address and one encrypted contact form.

The encrypted contact form allows you to receive basic patient information in a HIPAA compliant email straight to your inbox, avoiding the hassle of hard copies, scanning and manual entry.

Sounds straightforward enough. But when it comes to gathering basic information from a patient, it can go one of two ways.

Scenario 1:

1. Staff has to hand out paperwork
2. Patients have to take the time to enter in their information by hand
3. Staff need to file the forms appropriately, sometimes requiring scanning or manual entry into record systems

If a form is incomplete or not filled out properly, your staff spends valuable time chasing down the answers, only to download, print, fax and process the form all over again.

Scenario 2:

1. The patient fills out the form on the practice website
2. The form gets sent in a HIPAA compliant manner directly to your inbox
3. The form is digitally processed in the inbox with PDF and CSV attachments
4. The email notification can be digitally archived for easy retrieval later on

When it comes to efficiency and practicality, scenario 2 is clearly the way to go.

How does an encrypted contact form work?

Our encrypted contact forms feature basic fields for patients to fill in, such as their name, email address, phone number, and a brief message. We’ll also include a space where patients can upload up to 50 megabytes of attachments.

After we receive your company logo, we’ll create an encrypted contact form and give you a custom URL to place anywhere on your website.

You don’t need to worry about having a HIPAA compliant website and server because the link will be hosted on our secure Paubox server.

What happens when a patient fills out the form?

When a patient, vendor, or other covered entity clicks on the encrypted contact form link, they will see your form, encrypted with HTTP/2 technology, and your company logo at the top.

This an example of wha the encrypted contact form would look like.

On the bottom right corner, there will be a handy “Encrypted by Paubox” signature so your patients can fill out the form with confidence.

When the patient finishes filling out the contact form and clicks submit, the form is delivered securely to your inbox in the body of the email, PDF and CSV formats, just like the pictures below.

How will the encrypted contact forms change my workflow?

Your workflow will improve with our encrypted contact forms. Our contact forms are easy to use, so you won’t need to give any additional training to your staff. You’ll also be eliminating extra time spent on scanning forms or manually entering them.

The email notification to your preferred email address helps your office manager easily archive the information.

Patients can also fill out the encrypted contact form as many times as they need to, so they don’t need to worry about accidentally entering a typo or submitting a change in their information.

Digital contact forms will reduce backlogs, frustration and delays commonly associated with physical paperwork.

Is Paubox Encrypted Contact Form HIPAA compliant?

Yes. We encrypt the contact forms with TLS encryption that protects the email notification message in transit from one server to another. This makes any PHI sent in the encrypted contact form HIPAA compliant.

Paubox’s encrypted contact forms are perfect for patient engagement and office management when it comes to patient intakes, referrals and other common, repetitive paperwork.

See for yourself how encrypted contact forms can make your practice more efficient with a free no-risk 14-day trial.