Healthcare organizations today are under more pressure than ever to securely collect, manage, and share critical data. From HIPAA compliance, to multi-step approvals and Salesforce integration, the challenges can feel overwhelming – especially when outdated systems or paper-based processes are still in the mix.
The good news: FormAssembly Atlas can help your team overcome these challenges and work smarter, faster, and more securely. At the center of the platform is Fai, an agentic AI assistant that is able to instantly generate branded forms and workflows, complete with seamless Salesforce integrations.
We’re always listening and always trying to find ways to improve data collection for our users. Here are seven of the biggest data collection challenges healthcare organizations face and how Atlas and Fai help overcome them.
Challenge #1: Meeting HIPAA Compliance and Security Requirements
Healthcare organizations handle highly sensitive patient data (PHI) every day. Many struggle with tools that aren’t built to meet HIPAA requirements, making compliance a constant concern. Organizations also need features like secure SSO, file uploads, and encryption to protect patient information.
FormAssembly’s Solution: Healthcare organizations rely on FormAssembly to build HIPAA compliant forms and workflows that include:
- Secure data collection and storage
- Single sign-on (SSO)
- Encrypted file uploads
- Robust audit trails for accountability
With these safeguards in place, healthcare teams can confidently collect, share, and manage PHI while staying compliant. With Fai, compliance becomes part of your workflows from the start. The agentic AI assistant provides real-time guidance on data privacy and security requirements based on industry and region, helping healthcare organizations configure forms and workflows that align with HIPAA from the get-go.
Challenge #2: Integrating Seamlessly with Salesforce
Many healthcare organizations want to connect forms directly to Salesforce to cut down on manual data entry and speed up workflows. Without a strong integration to rely on, things like attachments and form data can get stuck in silos.
FormAssembly’s Solution: With a best-in-class Salesforce integration, FormAssembly eliminates redundant work for healthcare organizations by:
- Automatically pushing form responses into Salesforce records
- Storing file uploads directly in Salesforce as attachments
- Supporting advanced features like conditional logic, dynamic picklists, and prefilled forms
- Handling complex workflows like multi-signer e-signatures with Salesforce data syncing
The result is a seamless, automated data flow that keeps everything connected in Salesforce, reducing errors and giving healthcare teams more time to focus on patient care.
Challenge #3: Replacing Paper-Based, Scattered Processes
Many healthcare teams still rely on paper forms, email attachments, or shared folders, which results in data getting lost in inboxes, being left on desks, or fragmenting across multiple systems. If an employee leaves, vital information may disappear with them.
FormAssembly’s Solution: By moving to secure online forms and workflows, healthcare organizations gain:
- Centralized access to data in one platform
- Searchable, trackable form submissions
- Reduced risk of lost or misplaced records
- A modern, digital-first process that eliminates manual paperwork
With File to Web Form, Fai makes it easy for healthcare teams to digitize their existing paper and PDF forms – simply upload an image of a paper form or a PDF file, and Fai will transform it into a web form in seconds.
Challenge #4: Automating Approval Workflows
Traditional approval processes within healthcare organizations are slow, often involving weeks of faxing, emailing, and in-person signatures. These delays create red tape and slow down patient care.
FormAssembly’s Solution: Fai allows organizations to build complete workflows instantly. Simply start with a prompt, tell Fai what you are looking to accomplish, and watch as the workflow is built for you, securely and with all necessary steps incorporated.
Fai’s workflow capabilities include:
- Building automated approval paths with multiple reviewers
- Routing forms to the right people in real time
- Capturing e-signatures digitally (single or multi-signer)
- Keeping processes moving quickly, even across distributed teams
With workflow automation, healthcare organizations can reclaim valuable hours and redirect them to what matters most – delivering quality patient care.
Challenge #5: Integrating with Core Systems Like Epic EHR
A large number of healthcare organizations rely on electronic health record (EHR) systems like Epic but struggle to connect them to external forms and workflows. Without proper integration, staff end up wasting hours re-entering patient data manually.
FormAssembly’s Solution: FormAssembly enables data to flow seamlessly between forms and EHR systems via our webhook connector. This enables healthcare teams to:
- Prefill forms with patient data from Epic or other systems
- Automatically route collected data back into the EHR
- Eliminate redundant manual entry of labs, ICD codes, and more
With FormAssembly, healthcare teams can fully leverage their EHR data, streamline workflows, and free up time to focus on patient care, rather than repetitive data entry.
Challenge #6: Maintaining Version Control and Audit Trails
Shared logins, email attachments, and manual edits make it nearly impossible to track who changed what, or when within a healthcare team. This creates compliance risks and reduces accountability across the organization.
FormAssembly’s Solution: With FormAssembly, every form and workflow includes:
- Structured audit trails that record actions taken
- Secure user permissions for better role-based control
- Clear visibility into approvals and submissions
These safeguards ensure compliance and peace of mind for staff and patients alike.
Challenge #7: Enabling Fast, Accessible Collaboration
Healthcare teams are rarely all in the same place at once. Remote collaboration is critical, but manual routing and paper-based processes make approvals and reviews slow and inaccessible.
FormAssembly’s Solution: FormAssembly makes forms and workflows accessible from anywhere. Teams can:
- Collaborate in real time across departments or locations
- Enable remote approvals and signatures
- Streamline processes to cut turnaround times from weeks to days (or even hours)
It is possible for healthcare organizations to modernize their processes while still maintaining security and compliance
Final Takeaway
From HIPAA compliance to Salesforce integration and automated workflows, the challenges facing healthcare organizations are real – but they don’t have to be permanent.
By switching from scattered, paper-based processes to a centralized, HIPAA-compliant platform like FormAssembly, your organization can improve efficiency, safeguard patient data, and ultimately provide better care.
Learn more about how FormAssembly supports healthcare organizations.
Interested in exploring Atlas? Book a personalized demo or start a free trial today.
