Creating secure online forms

As people provide sensitive information through various web platforms, it’s up to businesses and organizations to keep this data secure. Whether it's for financial transactions or complying with strict data privacy regulations, building secure online forms is now a core part of digital infrastructure.

Why secure online forms matter

Across industries, collecting personal, financial, and confidential information through online forms has become routine. Whether it’s applying for a loan, submitting a job application, or scheduling a medical appointment, people expect their data to be handled with care and kept safe. Secure online forms help maintain that trust and prevent harmful data breaches, including identity theft, fraud, and legal penalties.

Meeting data privacy regulations

Data privacy laws like HIPAA in the U.S. and GDPR in Europe have set high standards for protecting sensitive information. Businesses and organizations that handle protected health information (PHI) or personally identifiable information (PII) are legally required to put strong security measures in place. Failure to do so can lead to fines, damage to reputation, and a loss of public trust.

Reducing cyber threats

The online space is filled with bad actors—from hackers to bots—looking to steal sensitive information or exploit weaknesses. Secure online forms is as a defense against these threats, blocking attempts at data theft, fraud, and other cyberattacks. Using encryption, authentication, and other protective features, organizations can lower the chances of their forms being compromised.

Building secure online forms

Creating secure online forms involves using both technology and smart practices. Here are some effective strategies to build a secure and reliable online form system.

• Encryption: Technologies like HTTPS and SSL/TLS protect data sent between the user’s browser and the server is protected from unauthorized access. By using SSL certificates from trusted sources, businesses can create secure connections and reassure users that their data is safe.
• Using CAPTCHA and reCAPTCHA: CAPTCHAs are useful tools to stop bots from spamming or attacking online forms. These tools ask users to complete simple tasks—like identifying images or solving puzzles—to prove they are human, adding an extra layer of protection.
• Strong authentication and access control: Secure forms should use authentication systems like usernames and passwords, with additional options like two-factor authentication. Setting up clear access controls ensures that only authorized people can view or manage form data.
• Secure data storage and backups: Even after submission, sensitive data must be stored securely. Trusted cloud providers with strong encryption and backup systems can help keep data safe. Regular audits and updates are also necessary to ensure the security of the storage infrastructure.

Read also: Collect patient data securely with Paubox Forms

Enhancing the user experience

While security matters, creating a user-friendly form is equally necessary. A well-designed, easy-to-use form builds trust and encourages people to complete it.

• Clear security measures: Let users know their data is safe by clearly showing the security measures you’ve implemented. Simple visual cues like security icons can boost user confidence.
• Simple and responsive design: A clean and intuitive design improves user engagement. By optimizing the form layout and making it responsive to different devices, you can create a smooth experience that doesn’t sacrifice security.
• Transparency with privacy policies and consent: Clear privacy policies that explain how user data will be collected, stored, and used build trust. Explicit consent from users ensures they are aware of your data practices.

Staying ahead of threats

Keeping online forms secure is an ongoing process that requires regular monitoring and updates. Organizations must stay up-to-date with new threats, changing regulations, and new technology.

• Regular security audits and testing: Routine security audits and penetration testing identify weaknesses and verify that security measures are functioning correctly. They offer a chance to address vulnerabilities before they can be exploited.
• Timely software updates: Updating the software that powers your forms is necessary. Hackers often target outdated software, so applying security patches as soon as they’re available helps maintain protection.
• Planning for incidents: No system is foolproof, and data breaches can happen. Having a response plan, including clear communication protocols and recovery steps, helps organizations act quickly to limit damage and rebuild trust.

Using secure form builders

Rather than creating forms from scratch, businesses can use specialized form builders with built-in security features like encryption. These tools allow organizations to focus on collecting data while ensuring strong security measures are in place.

Read more: Paubox's solution for HIPAA compliant online forms 

Why not let Paubox do it for you?

Paubox assists in providing HIPAA compliant forms by offering a secure and user-friendly online form solution tailored for healthcare organizations. With Paubox Forms, healthcare providers can easily create custom forms using an intuitive drag-and-drop interface, ensuring seamless design and customization. These forms are built to be HIPAA compliant from the ground up, incorporating strong security measures such as encryption and access controls to protect patient data. Patient information collected through these forms is stored securely in an encrypted format, ensuring confidentiality. Additionally, Paubox Forms integrates smoothly with popular electronic health record (EHR) systems, facilitating the transfer of patient data. This solution streamlines various administrative tasks, from patient intake and emergency contact updates to informed consent and post-treatment check-ins, enhancing efficiency while maintaining strict compliance with HIPAA regulations.

Learn more: Paubox Forms | HIPAA compliant forms that's easy to use

In the news

The settlement between the HHS' Office for Civil Rights (OCR) and New Vision Dental, a Californian dental practice shows the need for HIPAA documentation and forms to protect patient privacy. Following a complaint about disclosures on Yelp, OCR found Dr. Brandon Au, the practice owner, had shared patients' protected health information online. 

OCR’s investigators confirmed that Dr. Au had impermissibly disclosed the protected health information of patients on multiple occasions on Yelp, that the practice did not have the required content in its Notice of Privacy Practices, and that it had not implemented appropriate policies and procedures concerning protected health information, including the release of protected health information on social media platforms and in public places.

Read more: Dental practice hit with social media HIPAA violation 

FAQs

What is a HIPAA compliant form?

A HIPAA authorization form permits covered entities to use protected health information for purposes other than treatment, payment, or healthcare operations. 

How secure are Paubox's online forms?

Paubox's online forms are designed to be HIPAA compliant and incorporate industry-standard security measures, including encryption and access controls, to protect patient data. 

Can Paubox's online forms be accessed on mobile devices?

Yes, Paubox's online forms are responsive and can be accessed and completed on any device with an internet connection.

Learn more: HIPAA Compliant Email: The Definitive Guide