Healthcare organizations need online form builders that support HIPAA safeguards like access controls, audit logging, and encryption. This guide explains what HIPAA compliance means for digital forms, what features to look for in a HIPAA-aligned form builder, and the best online form builder options for 2026.
Disclaimer: This article is for informational purposes only and does not constitute legal advice. Always consult a qualified attorney or compliance professional when interpreting HIPAA regulations.
Working in healthcare is not easy. The days are long, sick people may not always be the nicest, and there’s a ton of paperwork. Sorting through stacks of intake forms and internal documents is time consuming. Then, they usually have to be manually entered into an electronic health record (EHR). It’s painstakingly slow, tedious, and not only makes staff days longer, but can negatively affect the patient experience.
Providers need tools that make their lives easier and more efficient. The benefits are obvious. There’s less stress at work, and quicker workflows can help speed up visits and open time for more patients and revenue. One of the best tools for overhauling these workflows is a quality solution to digitize forms.
Many practices still run on paper because it feels comfortable. When accuracy is critical, it is difficult to justify a new solution that often comes with new training. Paper may not be the quickest option, but it has always seemed good enough. However, digitizing forms doesn’t have to come with a huge time investment. Drag and drop form builders have made it easier than ever, but it’s important to find the right one for your needs. This blog will provide an overview on the importance of HIPAA compliance in form builders, what to look for in these tools, and the top options going into 2026.
HIPAA touches many different aspects of healthcare, and for good reason. Patients should be able to trust that their providers are properly handling their sensitive information. While there are more technical requirements when it comes to managing digital information, it can actually simplify safeguards and make patient data safer in the long run. Physical PHI can be easier to accidentally view, it’s more difficult to audit access because everything must be manually logged, and it’s a more extensive process to destroy it when it’s no longer needed.
Digital forms can solve a lot of these issues. However, it’s important for covered entities and business associates to use reliable tools that make compliance easier, not harder. Otherwise, transitioning to digital forms could hurt a practice rather than help. The easiest and quickest way for providers to make the transition is to find a quality online form builder that is HIPAA-aligned.
The term HIPAA Compliant Form Builder can be confusing for some because it makes it seem like these tools handle HIPAA compliance by themselves. Unfortunately, no tool can do that as there are a lot of internal processes that still need to be properly implemented for an organization to achieve compliance. However, form building tools that are built specifically for use in healthcare can make the whole task much easier. While the following list is not exhaustive, a form builder that supports the features below is generally on the right track.
Form data must be access controlled. This means that only authorized agents can view PHI. This is usually handled with password protected accounts. However, it is important for organizations to set up their accounts properly to ensure that the minimum necessary standard is followed. This means that a user should only have the minimum necessary amount of access to PHI to be able to do their job. This is often a concern when covered entities work with web designers to build their websites. A web designer may be responsible for building and installing forms, but they generally should not be able to access form data.
Audit logs help administrators monitor PHI access and disclosures. Tools that are built to support HIPAA compliance should have robust features to track which users accessed PHI and when they did it. This helps monitor unauthorized access and makes it easier to respond to incidents before they become breaches.
Encryption protects data from cyberattacks. The simple way to understand it is that data is rendered unreadable and the only way to decipher it is with a key. This means that even if someone intercepts information, they will likely be unable to read it. Data can be encrypted in two ways. The first is at rest, while it’s being maintained in a digital storage platform. The second is in transit, when it is being sent from one location to another.
Data backup is simple. No system is infallible. Accidents happen, but that doesn’t mean a system can’t be prepared when it does. Proper backup systems ensure that data can be recovered in the event of a total system failure.
Of the above safeguards, two are marked as required and the other two are addressable. Required safeguards are those that must be implemented, no matter what. HIPAA leaves the specifics open to interpretation, but organizations must be able to prove that they have some solution to manage those safeguards. Addressable safeguards are more nuanced. Organizations can choose to forgo them, but they must document why they chose to do so, what alternatives they used, and that they accept the risks of their decision. In terms of a quality, HIPAA-aligned form builder, it’s important to find a solution that hasn’t skipped on these addressable standards.
The following pricing and plan details are accurate as of December 2025 and are subject to change. Readers should consult each provider’s website for the most up-to-date information.
Form Vessel was purpose-built for healthcare. Compliance is at the core, not an afterthought. While many tools offer HIPAA features as part of a premium tier or paid add-on, Form Vessel only offers one plan that includes everything. Safety features were thoughtfully designed to help organizations achieve compliance, while the drag and drop editor is intuitive and powerful. Every feature can be tweaked and tuned, so your forms feel like part of your practice, rather than an uninspiring template.
JotForm has been a key player in the online form industry since its inception in 2006. Twenty years later, it still holds up as a high-quality option for those looking for an easy drag and drop tool. Users can build forms from scratch or select from a huge library of templates that can then be customized further. Currently, HIPAA compliance features can be accessed with either the $99/mo* Gold Plan or the Enterprise Plan.
*Monthly price when billed annually.
FormDr was also built for compliance first. Every plan offers unlimited HIPAA compliant forms. Their Essential Tier starts at $39/mo*. While HIPAA safe forms are included in every plan, it’s important to evaluate their pricing page to see which tier has all the features you’re looking for.
*Monthly price when billed annually.
FormHippo is a solid budget option for HIPAA compliant forms. Their basic plan is $8.95/mo, while the pro plan is $11.95/mo. The basic plan allows for 5 forms per user and 5,000 submissions per month. The pro plan increases those allowances while also providing some added features. They offer a variety of ready to use templates that can be customized to fit your needs.
HIPAAtizer is advertised as a simple form solution. Their Simple Compliance Gold Plan starts at $34/mo and supports 5 published forms and 500 submissions per month. This plan also offers one form conversion per month where users can submit PDF forms to be easily converted to web forms. Higher tiers increase these allowances.
Formsort is advertised as a low code form builder. This means that some minimal coding experience might be necessary to fully take advantage of the tool. However, this also means that it can offer a lot of customization freedom. HIPAA compliance is only available in the Enterprise tier.
Zentake is marketed toward specifically intake forms. The only offer an Essentials plan which is $49/mo. HIPAA compliance is included along with unlimited forms and packets. This tier also includes form setup support and branding features.
No matter what solution you choose, it’s important to remember that a compliant form builder is not all it takes to help an organization achieve HIPAA compliance. These tools can be valuable pieces of the puzzle, but it’s important to work with your team to ensure all the required HIPAA safeguards are implemented properly.