Running a healthcare practice comes with a long list of responsibilities, and your website is no exception. Here's exactly what you need to have in place to protect your patients and your practice online.

Why HIPAA Compliance Matters for Healthcare Websites

Most healthcare practice owners think of HIPAA compliance as something that happens inside the office. But the moment a patient can submit information through your website, whether that's a contact form, an appointment request, or an intake form, HIPAA applies.

The good news is that staying compliant does not have to be complicated. Here are the five things every healthcare website needs to have in place.

1. HIPAA Compliant Website Forms for Healthcare Practices

Why Standard Website Forms Are Not HIPAA Compliant

If your website has a contact form, an appointment request, or any kind of intake form, that form is collecting Protected Health Information (PHI). Standard form tools are not built to handle PHI securely, which means using them puts your practice at serious risk.

Best HIPAA Compliant Form Tool for Medical Websites

We recommend JotForm as our go-to HIPAA-compliant form solution for healthcare practices.

All form data is encrypted in transit and at rest, and submissions are stored on HIPAA-compliant isolated servers.

JotForm will also sign a Business Associate Agreement (BAA) with your practice. A BAA is a legally required contract between your practice and any vendor that handles PHI.

One Important Detail About JotForm

HIPAA compliance is only available on JotForm's Gold Plan at $129 per month or higher. A free or lower-tier account is not HIPAA compliant, even if you are using a medical form template. Make sure your account is on the right plan before collecting any patient information.

2. How to Respond to Patient Reviews Without Violating HIPAA

Common HIPAA Violations in Online Review Responses

Responding to patient reviews incorrectly is one of the most frequent HIPAA violations in healthcare, and most practices do not even realize they are doing it. The rule is straightforward: never confirm or deny that someone is a patient, even if they bring it up themselves.

What a Compliant Review Response Looks Like

Even if a reviewer mentions their own diagnosis, appointment, or treatment details, your response must not acknowledge any of it. Your response is public, and confirming a patient relationship is itself a HIPAA violation.

For positive reviews, thank the person warmly without referencing any clinical details. For negative reviews, apologize for the experience without addressing specifics and invite them to call the office directly. Keep it general, keep it warm, and keep it away from any clinical details entirely.

3. WCAG 2.1 Website Accessibility Requirements for Healthcare Providers

New WCAG Accessibility Compliance Deadlines for Healthcare Websites

Website accessibility is not just good practice. For healthcare providers who receive federal funding, it is becoming a legal requirement.

In May 2024, the federal government updated its rules requiring these providers to meet WCAG 2.1 Level AA accessibility standards by May 2026.

Penalties for non-compliance can include suspension of federal funding, including Medicare and Medicaid reimbursements.

What Accessibility Actually Means for Your Website

An accessible website can be used by people with disabilities, including those who are visually impaired, hard of hearing, or who use assistive technology like screen readers. That means proper color contrast, keyboard navigation support, and descriptive image alt text all need to be accounted for.

How We Help Healthcare Practices Meet Accessibility Standards

We install accessiBe on our clients' websites as a strong layer of accessibility support.

AccessiBe uses AI to continuously scan and adjust your site to accommodate a range of disabilities while also providing an accessibility statement and compliance documentation.

It is worth noting that overlay tools like accessiBe work best as a supplementary measure alongside an accessible website design built from the ground up.

4. HIPAA Compliant Email Solutions for Healthcare Practices

Why Gmail & Standard Email Are Not HIPAA Compliant

If your team is sending appointment reminders, health information, or any PHI through standard email like Gmail, Outlook, or Yahoo, your practice is not HIPAA compliant. Standard email services are simply not built to securely handle patient health information.

Best HIPAA Compliant Email Providers for Healthcare Practices

There are a few solid options depending on how your practice operates.

Paubox is designed specifically for healthcare and works like regular email while encrypting everything automatically.

Google Workspace is also an option if Google signs a BAA with your practice, though a standard personal Gmail account does not qualify.

Microsoft 365 with a signed BAA is similarly available for healthcare organizations.

5. HIPAA Training Best Practices for Healthcare Staff

Your Staff Is Your First Line of Defense

Your front desk, office manager, and anyone who manages your social media or online presence needs to understand the basics of HIPAA compliance online. One well-meaning but uninformed response to a review or a social media comment can put your practice at serious risk.

Simple Ground Rules to Share With Your Team

Make sure anyone managing your online presence follows these basic HIPAA guidelines:

  • Never post patient names, photos, or identifiable information on social media without written authorization.
  • Never include clinical details in review responses or social media replies, even if the patient mentioned them first.
  • Never use personal email or text messages to send patients' health-related information.
  • If a patient messages your practice on social media with a health question, direct them to call the office instead.

Make Your Healthcare Website HIPAA Compliant With Unravel

Unravel helps healthcare practices build and maintain secure websites designed with compliance in mind. From setting up HIPAA-compliant forms with JotForm to installing accessiBe for accessibility, we handle the technical side so you can focus on your patients.

Ready to make sure your website is fully protected? Contact us today!