Secure intake for small healthcare and behavioral-health practices
Patient paperwork, collected the careful way.
One protected link collects intake answers, signatures, insurance cards, and records — no patient Google account, no portal to manage. Clean, scanned files land in the Drive folder your team controls.
- No patient Google account
- Access-code protected links
- Malware scan before delivery
- BAA review before production PHI
Not a portal. Not an EHR. PHI Uploader does one job — moving sensitive documents from families into the right Drive folder — and does it carefully.
How it works
Four steps, visible to your staff the whole way through.
Build the packet
Choose the questions, file requests, and signatures — and the Drive folder finished packets deliver to.
Send one link
The family gets a protected link. The access code travels separately.
They finish anywhere
Phone, tablet, or computer. No Google account, no new password to forget.
Clean files arrive
Every upload is malware-scanned, then the PDF summary and files land in your Drive.
One packet carries the whole ask.
Everything staff currently chase across email threads, folded into a single request.
Full feature list- Intake answers
- Required questions mean packets come back complete the first time, not in three follow-up emails.
- Documents
- Insurance cards, IDs, referrals, IEPs, evaluations — photographed from a phone or uploaded from a computer.
- Signatures
- Consent and acknowledgement fields, captured in the same sitting as the rest of the packet.
- A status timeline
- Staff see requested, submitted, scanned, and delivered — instead of sending another “just checking in.”
- The PDF record
- A summary PDF files to Drive alongside the uploads. Raw answers are purged after delivery.
- A receipt
- Families get a reference number, so both sides know the packet went through.
Why not the usual workarounds?
They are free, and they quietly work against you.
- Google Forms
- File-upload questions force patients to sign in to a Google account. A PHI Uploader link asks for an access code — no account, no password.
- Email attachments
- PHI scatters across inboxes, forwards, and download folders. A packet keeps answers, files, and signatures together, with a receipt at the end.
- Generic form builders
- BAA terms, Drive permissions, and PHI handling become your research project. Here, BAA review and Workspace readiness are part of onboarding.
Security is the workflow, not a feature page.
Every packet moves through the same checks. There is no casual path around them.
Read the security overview- Access codesRequest links open only after a separate access code is verified.
- Malware scanningEvery file is scanned before it is allowed anywhere near your Drive.
- The BAA gateProduction PHI stays locked until BAA review, Workspace attestation, and platform approval are complete.
- Short memoryRaw answers purge after the PDF is delivered. Staging files clean up on a lifecycle schedule.
Plain answers
The questions practices ask before a pilot, answered without the runaround.
Is PHI Uploader HIPAA compliant?
It is built for HIPAA-regulated intake, but no software makes a practice compliant on its own. Your team stays responsible for policies, staff access, retention, and your Google Workspace and Drive configuration — and we are explicit about that boundary from the first call.
Do patients need a Google account?
No. A protected link and an access code are all a patient, caregiver, or referral partner needs, on any device. Nobody creates a portal account.
Do you provide a BAA?
Yes — and BAA review happens before any production PHI. Request links stay gated until your BAA, your Workspace BAA attestation, and platform approval are complete.
Where do the forms and uploads go?
To the Google Drive folder your team chooses and controls. The PDF summary files alongside the clean uploads, and raw answers are purged after delivery.
Can we use our existing intake packet?
Yes. The best pilots start with one packet staff already chase every week — referrals, insurance updates, consent forms, or onboarding documents.
Is this a patient portal?
No, and it is not trying to be one. PHI Uploader does not replace your EHR, portal, or scheduling system. It fixes document collection — the part that was living in email.
Start with the packet your staff chases every week.
Bring one workflow — referrals, insurance updates, consents, onboarding. We review the BAA, Google Workspace readiness, and pricing together before any production PHI.