Are Google Forms HIPAA Compliant? Everything You Must Consider

Are Google Forms HIPAA Compliant? Everything You Must Consider

Google Forms is helpful for surveys and collecting data. However, in healthcare, it needs to meet specific requirements. These requirements are in place to safeguard sensitive health information.

Yes, Google Forms can be HIPAA compliant, but this requires two steps. To use Google Forms with protected health information (PHI), users first must sign Google's G Suite BAA agreement.

Next, users must also configure the platform for compliant use. HIPAA compliant software must have safeguards in place, such as access controls, audit controls, user authentication, and encryption.

To learn more about Google Forms' HIPAA compliance and configuration, read the rest of this article. A deep understanding of HIPAA compliant Google forms is critical to safeguarding patient data and preventing healthcare data breaches.

Google Forms and HIPAA: Compliance Isn't Built-In

Google Forms, a widely used cloud-based tool, is a part of Google's G Suite offerings. It's a go-to solution for creating surveys, questionnaires, and various other types of forms.

Healthcare providers can use this tool to gather patient data, feedback, and conduct research.

However, a question that healthcare institutions must address is: "Are Google Forms HIPAA compliant?" While Google forms are not compliant by default, Google offers providers the ability to fulfill HIPAA rules.

To ensure Google Forms is HIPAA compliant for your healthcare practices, it's crucial to understand that compliance extends beyond just meeting the initial conditions:

  1. Signing Google's Business Associate Addendum (BAA)  
  2. Implementing the required security safeguards

Achieving and maintaining compliance involves a comprehensive understanding of HIPAA fundamentals and a careful approach to handling patient data.

are google forms hipaa compliant
Compliance requires action: Google forms is not HIPAA ready without your input.

Understanding the Basics of HIPAA Compliance

HIPAA, short for the Health Insurance Portability and Accountability Act, is a standard that safeguards sensitive patient data. It ensures the confidentiality, integrity, and availability of protected health information (PHI). HIPAA rules lay down guidelines for healthcare providers and their business associates to adhere to.

When HIPAA compliant requirements are met, security breaches in healthcare are less likely. Failure to meet these security measures not only results in hefty fines, but results in a loss of patient trust.

Firstly, becoming Google Forms HIPAA compliant means responsibly managing sensitive data at every stage. From the moment patient data is entered into a form, to when it's stored data in Google's cloud, each step requires meticulous attention to detail.

It's not solely about having Google's Business Associate Addendum in place; it's about the ongoing practices that ensure the integrity and confidentiality of health information.

Key Components of HIPAA:

HIPAA Privacy Rule

  • The Privacy Rule safeguards individuals' medical records and personal health information (PHI).
  • It grants patients the right to access their health records, request corrections, and understand how their information is used and shared.

HIPAA Security Rule

This rule focuses on protecting electronic Protected Health Information (ePHI) through administrative, physical, and technical safeguards.

  • Administrative Safeguards: Policies and procedures to show compliance.
  • Physical Safeguards: Controls to prevent inappropriate access to protected data.
  • Technical Safeguards: Technology and policies to protect ePHI and manage access.

HIPAA Breach Notification Rule

  • Requires notification to individuals, the Secretary of Health and Human Services, and sometimes media if there is a breach of unsecured PHI.
  • Notifications must be prompt, with a maximum delay of 60 days from the discovery of the breach.

Moreover, ensuring that only authorized personnel have appropriate permissions to access this sensitive data is paramount. Unauthorized access is a leading cause of data breaches, underscoring the importance of strict access controls. These measures protect patient data from being compromised and help maintain the trust that patients place in healthcare providers.

Integration with other software also demands careful consideration.

how to make google forms hipaa compliant

When Google Forms is used in conjunction with other applications, it's essential to verify that these integrations uphold HIPAA standards, ensuring a secure ecosystem for patient data. This holistic approach to compliance emphasizes that it's not just the tool itself but how it's used that matters.

Simply put, achieving Google Forms HIPAA compliance is a multifaceted endeavor.

It requires more than just fulfilling initial requirements; it demands a deep understanding of HIPAA regulations, health data management, and a commitment to maintaining a secure and compliant environment.

By addressing these aspects, healthcare providers can confidently use Google Forms as a part of their data collection and research toolkit, knowing they are upholding the highest standards of patient privacy and data security.

Steps to Make Google Forms HIPAA Compliant

Contrary to common perception, Google Forms isn't HIPAA compliant by default, which could potentially put sensitive healthcare data at risk.

However, it can be made HIPAA compliant under certain conditions. A key requirement is signing a business associate agreement (BAA) with Google. This agreement guarantees that Google will handle PHI in a compliant manner and take necessary steps to protect patient data.

Here’s an expanded guide on how to review and accept the HIPAA Business Associate Amendment:

  1. Preparation: Before beginning, ensure you have super administrator privileges for your Google Admin console. This level of access is necessary to make changes related to legal and compliance settings.
  2. Accessing the Admin Console: Sign in to your Google Admin console. It's important to use an account that holds super administrator privileges to access the required settings.
  3. Navigating the Console: Once logged in, proceed to the Menu. From there, navigate to Account > Account settings > Legal and compliance. This path will lead you to the necessary section for reviewing legal documents and compliance-related amendments.
  4. Reviewing the Amendment: In the Legal and compliance section, locate the Security and Privacy Additional Terms. Here, you'll find the Google Workspace/Cloud Identity HIPAA Business Associate Amendment. Click on it to begin the review process.
  5. Acceptance Process: After clicking on the amendment, select "Review and Accept." You'll be prompted to answer three questions. These are designed to confirm your status as a HIPAA covered entity and ensure you understand the commitments involved in accepting the BAA.
  6. Finalizing Your Acceptance: To officially accept the HIPAA BAA, click "OK" after answering the questions. This step finalizes your agreement with Google, indicating your organization's commitment to handling PHI in a manner that meets HIPAA compliance requirements.

Post-Acceptance Steps:

After accepting the HIPAA Business Associate Amendment, it's essential to conduct a thorough review of your organization's use of Google services. This review should focus on ensuring that only authorized individuals have access to PHI, and that appropriate technical safeguards, such as data encryption and audit logs, are in place.

Regular training for all system administrators and users on HIPAA compliance and secure handling of sensitive information is also advisable to reinforce the importance of these measures.

hipaa business associates agreement google forms

Moreover, integrating Google Forms and other Google services into your healthcare organization's workflow should be done with continuous attention to HIPAA compliance. This includes periodic assessments of security measures and compliance practices to address any new challenges or changes in regulations.

It's crucial to remember that any third-party services integrated with Google Forms must also comply with HIPAA requirements to ensure full compliance.

To make Google Forms HIPAA compliant, organizations need to subscribe to a suitable Google Workspace or Cloud Identity package.

These packages come with the necessary capabilities to comply with the technical safeguards of the HIPAA Security Rule. Not all Workspace packages support HIPAA compliance, so organizations need to choose the right package for their needs.

After selecting the right package, organizations need to configure the service settings to comply with the Security Rule. This includes restricting access to authorized personnel only, implementing strong passwords and two-factor authentication, and ensuring data encryption both in transit and at rest. Regular reviews and updates are necessary to maintain the HIPAA compliance of these forms.

Pros and Cons of Using Google Forms in Healthcare Practices

While Google Forms can be made HIPAA compliant, there are both pros and cons to consider when using this platform in healthcare practices and institutions.

Pros of Using Google Forms in Healthcare

  1. Ease of Use: Google Forms is a user-friendly tool that allows healthcare professionals to create surveys, questionnaires, and HIPAA compliant intake forms without any coding knowledge.
  2. Cost-Effective: Google Forms is a free tool, making it an attractive option for healthcare organizations with limited budgets.
  3. Integration with Google Workspace: Google Forms seamlessly integrates with other Google Workspace applications, such as Google Sheets, allowing for easy data collection and analysis.
  4. Collaboration: Multiple users can collaborate on a Google Form, making it convenient for healthcare teams to work together on data collection and analysis.
  5. Data Security: Google Forms provides encryption during data transmission, ensuring the security of patient information.

What Are the Cons of Using Google Forms in Healthcare?

  1. Limited Healthcare Features: Google Forms lacks specialized healthcare features, such as body charts and questionnaires that calculate scores, which may be essential for certain healthcare practices.
  2. Limited Customization: While Google Forms offers basic customization options, it may not provide the level of customization required by healthcare organizations with specific branding or design needs.
  3. Third-Party Integration: While Google Forms itself can be made HIPAA compliant, healthcare organizations need to ensure that any third-party services integrated with Google Forms also comply with HIPAA requirements.
  4. Data Ownership: When using Google Forms, healthcare organizations must be aware that Google retains ownership of the data collected through the platform, which may raise concerns about data privacy and control.

The Benefits of Using a No-Code App Builder for HIPAA Compliant Forms

Healthcare organizations should consider using a no-code app builder for creating HIPAA compliant forms due to the following benefits:

  1. Customization: A no-code app builder allows healthcare organizations to create forms that meet their specific needs, including specialized healthcare features and branding requirements.
  2. HIPAA Compliance: A reputable no-code app builder will provide built-in HIPAA compliance features, ensuring that the forms created adhere to the necessary security and privacy standards.
  3. Integration with Healthcare Systems: A no-code app builder can seamlessly integrate with electronic health record (EHR), personal health record (PHR), and electronic medical record (EMR) systems, enabling healthcare organizations to streamline data collection and integration processes.
  4. Data Ownership and Control: With a HIPPA compliant app builder, healthcare organizations retain ownership and control over the data collected through the forms, providing greater data privacy and control.
  5. Ease of Use: No-code AI tools are designed to be user-friendly, allowing healthcare professionals to create and manage forms without the need for coding expertise.
hipaa compliant no code builders
No-code app builders like Blaze are redefining HIPAA compliant form creation.

By leveraging a no-code app builder for HIPAA compliant forms, healthcare organizations can enhance their data collection processes, improve patient care, and ensure compliance with HIPAA regulations.

Choosing a HIPAA Compliant Form Builder:

Choosing the right form builder for healthcare data collection and management is critical.

For organizations prioritizing customization, seamless integration with EMR/EHR/PHR systems, ease of use, data ownership and control, and, above all, HIPAA compliance, turning to a no-code builder is the key.

Here's why no-code solutions, particularly, stand out as the optimal choice:

Ease of Use and Customization

No-code platforms revolutionize how healthcare organizations approach form building. leads this transformation with its user-friendly, drag-and-drop interface.

Unlike Google Forms, which offers limited customization, allows users to tailor forms precisely to their needs. This means creating forms that not only collect the right data but also fit seamlessly into your healthcare organization's workflow and branding.

Seamless System Integration

Integrating data collection tools with existing EMR/EHR/PHR systems can be cumbersome. simplifies this process. Our no-code platform is designed for effortless integration, ensuring that patient data flows smoothly between systems.

Ownership and Control Over Your Data

Data ownership and control are paramount in the healthcare industry. With, organizations retain full ownership of their data. This secure storage and management of sensitive information align with the stringent requirements of HIPAA, giving healthcare providers the confidence that their patient data is handled responsibly.

HIPAA Compliance Made Simple

HIPAA compliance is non-negotiable in healthcare. understands this and offers HIPAA-compliant online forms right out of the box. While users still need to sign a Business Associate Agreement (BAA), ensures the technical and physical safeguards required by HIPAA are in place from the start.

This commitment to compliance removes the complexity of configuring these protections manually, allowing healthcare providers to focus on delivering care.

Build Your Own Web App

Beyond form creation, empowers users to build scalable web apps without writing a single line of code. This capability extends the platform's utility, enabling healthcare organizations to build a web app with no code. is not just another form builder; it's a comprehensive solution for healthcare organizations that demand customization, system integration, and uncompromising HIPAA compliance.

With our no-code, drag-and-drop builder, makes it easy for anyone to create custom forms, integrate with essential healthcare systems, and ensure the secure management of health data.

no code hipaa compliant form buildr
Creating your own HIPAA compliant forms and systems is as simple as dragging and dropping elements into place.

Schedule a free demo to learn more about Blaze today.


Can you make a Google form HIPAA compliant?

Yes, you can make a Google Form HIPAA compliant by ensuring your organization has the right Google Workspace or Cloud Identity package and signing Google's Business Associate Addendum. This allows you to create, receive, maintain, or transmit Protected Health Information securely.

Is Google Forms safe for confidential information?

Google Forms may not be the most secure option for confidential information since anyone with the link can access it. However, the data is encrypted during transmission, adding a layer of protection. It's always best to assess the sensitivity of the information before deciding to use Google Forms for confidential data.

Are Google documents HIPAA compliant?

Yes, Google Docs can be HIPAA compliant with a paid Google Workspace subscription, a signed BAA, and the right settings configured. Google clearly outlines this in their HIPAA Implementation Guide.

Can you use Google Forms for medical records?

Yes, you can use Google Forms for medical records as long as your healthcare organization signs Google's Business Associate Addendum, which covers Google Drive and includes Google Forms. This agreement ensures that you can collect, store, and share protected health information without violating HIPAA Rules.

Interested in learning more? Schedule a free demo with Blaze to get started with our web app builder.