HIPAA-Compliant Intake in Under 10 Minutes
Get encrypted patient intake forms live on your website, step by step. No IT department needed.Before you start
Patient intake forms once required an IT consultant, weeks of back-and-forth, and a stack of paperwork. That is no longer the case. This guide covers the full process — from account creation to your first encrypted submission — and takes about 10 minutes.
You need a computer, a website where you want to embed the form (or a direct link works just as well), and about 10 minutes of uninterrupted time.
Step 1: Create your account
Go to the Soli Forms website and create a free account. Enter your name, email address, and a strong password. No credit card is required — explore the platform, build forms, and test the experience before committing to a paid plan.
Your device generates your encryption keys automatically during account creation. The private key stays securely on your device and is never uploaded to any server. This is the foundation of Soli's zero-knowledge architecture — from the very first moment, your data is protected in a way that even Soli cannot access.
Step 2: Choose a template
From the dashboard, open the form builder. A library of pre-built templates is organized by category: general intake, consent forms, contact forms, screening questionnaires, and more. Each template was designed by healthcare professionals and includes the fields most practices need.
Pick the template that fits your needs. For a starting point, the general patient intake template covers demographics, contact information, insurance details, reason for seeking services, and consent acknowledgments. You can also start with a blank form if you prefer to build from scratch.
Step 3: Customize your fields
The drag-and-drop form builder lets you add fields, remove ones you do not need, reorder sections, and edit labels and placeholder text. Common field types include:
Text fields for names, addresses, and open-ended responses
Dropdowns and radio buttons for selections like insurance provider, preferred contact method, or referral source
Checkboxes for multi-select options like symptoms, concerns, or services of interest
Date pickers for dates of birth and appointment preferences
Signature fields for consent acknowledgments and agreements
Fields can be marked required or optional. Conditional logic lets you show a field only when a specific answer is selected, and sections with headings keep longer forms organized.
Step 4: Publish and get your embed code
Once the form looks right, click Publish. Soli generates a direct link you can share via email or text, and an embed code you can paste into your website. The direct link is active immediately — send it to a patient right now to start collecting encrypted submissions.
The embed code is a short HTML snippet that places the form directly on a page of your website. It works with WordPress, Squarespace, Wix, custom-built sites, and any other platform that supports HTML.
Step 5: Add the form to your website
Paste the embed code into the page where you want the form to appear. Most website platforms offer an “HTML block” or “custom code” option in their page editor. Drop the code in, save the page, and your form is live.
Not comfortable editing your website? Skip this step and share the direct link instead. Many practices add it as a button on their site (“Fill Out Intake Forms”) or include it in the new patient welcome email. Either approach works equally well.
Step 6: Receive your first encrypted submission
After a patient fills out the form and clicks Submit, the data is encrypted in their browser before reaching the server. A notification appears in the Soli Forms application on your computer. Open it, and the submission is decrypted locally on your device. The full cycle — from the patient clicking Submit to you reading their information — runs under end-to-end encryption.
Every submission is automatically tagged with a timestamp, form version, and consent acknowledgments. No paper, no scanning, no manual filing.
A note on the BAA
A Business Associate Agreement (BAA) is included automatically on every paid plan. No request, no negotiation, no legal review wait. The BAA activates the moment you subscribe. Many providers overlook this piece of HIPAA compliance — every service that handles patient data requires a BAA, and Soli has it in place from day one.
The free tier is for exploring the platform and building forms. Collecting live patient data requires a paid plan, which activates the BAA and full compliance protections.
You now have HIPAA-compliant intake on your website
That is the entire process. In under 10 minutes you went from zero to a fully functional, encrypted patient intake system. Every submission is protected by zero-knowledge encryption, your BAA is in place, and patients can complete paperwork from home — on their phone, tablet, or computer.
No IT department involved. No consultant hired. No compliance checklist left half-finished. Your practice now has HIPAA-compliant intake infrastructure that works around the clock, even when the office is closed.