PREVIOUS STEP:  4. Sign the BAA


*NOTE*: It's very common for medical forms to be long but be aware that extremely long forms can cause problems. Not only does it increase the chance that the person filling out the form will not complete it, but it can also result in technical issues. If your forms include multiple pages and have a lot of fields in them you may need to increase your max_input_vars to at least 3000 in your PHP.ini and/or wp-config.php settings to prevent a "nonce expired" error or receiving only part of the form during submission. We have more information on how to address these issues in the FAQ section. 


Once the plugin settings are saved & the BAA is signed you need to create a form. You must have 4 required fields in the form which are needed in order to filter/search the submitted forms. These fields are:

  1. First Name: Must have a text input
    Caldera: Must have the slug "first_name"
    Gravity: Must have the class "hipaa_forms_first_name" (If Using Gravity Advanced Name Field: Must have the class "hipaa_forms_name" with first name enabled)

  2. Last Name: Must have a text input
    Caldera: Must have the slug "last_name"
    Gravity: Must have the class "hipaa_forms_last_name" (If Using Gravity Advanced Name Field: Must have the class "hipaa_forms_name" with last name enabled)

  3. Phone: Must have a text or phone input
    Caldera: Must have the slug "phone"
    Gravity: Must have the class "hipaa_forms_phone"

  4. Email: Must have a text or email input
    Caldera: Must have the slug "email"
    Gravity: Must have the class "hipaa_forms_email"


There is an optional select field you can choose to use if you have multiple locations.


This field will allow you to set a specific office location and associated email address.


When this multi-location field is set the form will save with the name of the office location you specify and allow you to filter the submitted forms by office location.


The associated email address you specify for the office location within the field will be appended to the "send to" emails set within the form builder to ensure that someone from that specific office gets an email notification when a form is submitted.

  1. The location field must be a select input

  2. The option label value must be the name of your office location

  3. The option value must be the email address you want to receive the notification emails for that office location.

  4. Caldera: Must have the slug "office_location"
    Gravity: Must have the class "hipaa_forms_office_location"

Here is a screenshot of how to set this field in Caldera & Gravity:


Multi-Location Field Caldera

Multi-Location Field Gravity

There is another optional select field you can set in a form if you want someone filling out a form to select a specific doctor/user and have that specific user receive the notification email and that form only be viewable by that user. NOTE: This only applies to users with the hipaa user role, users with the administrator user role can always see all submitted forms. The use case scenario for using this option is if you have multiple doctors/dentists/etc and would like your patients to select their specific doctor and then limit that submitted form to that specific doctor/dentist/etc.


In order to use this select option you must set the user id as the select option value for the doctors/dentists/etc that you want to have available. To find the user's id navigate to the users section in the admin dashboard and put your mouse over the user you want to add, at the bottom left of the browser you should see a URL appear with a user_id= in it. The user id is the number directly after the user_id= part, Example: user_id=30 where 30 is the user id number.


Once the form has been create, the final step is to select the form for the plugin.  Until this step is completed, you will not see the Appended Submit and Plugin Integration.



NEXT STEP:  6. Understand how the HIPAA forms plugin works with Caldera/Gravity