Secure automated client record storage

Purpose

1.1. Enable stringent, automated storage of client health records to guarantee compliance with healthcare regulations (HIPAA, GDPR, etc.) and secure practitioner-client data.
1.2. Ensure every intake form, treatment note, and consent document is archived instantly, indexed, and encrypted, reducing manual handling and risk of human error.
1.3. Allow for automated retention and deletion schedules, audit logging, and rapid retrieval for reviews or regulatory checks.

Trigger Conditions

2.1. Submission of web-based intake or treatment forms by clients or staff.
2.2. Upload of scanned documents or digital signatures by practitioner.
2.3. Completion of any new or updated client session record in practice management software.
2.4. Reception of consent forms via email or secure messaging.

Platform Variants

3.1. DocuSign
• Feature/Setting: Connect "Completed Envelope" event to file storage API for secure archiving.
3.2. Dropbox Business
• Feature/Setting: Use "File Upload" API, set folder-level permissions for HIPAA protection.
3.3. Google Drive (Business)
• Feature/Setting: "Drive API – Files: create" action, configure restricted access and retention policies.
3.4. Box
• Feature/Setting: "Box Content Upload" API, enable "HIPAA Compliance Mode" and folder classification.
3.5. Microsoft OneDrive (Business)
• Feature/Setting: "Create file" Graph API, enable "Data Loss Prevention" policies.
3.6. Salesforce Health Cloud
• Feature/Setting: Automate case record "Attachment" creation, restrict via health-specific object model.
3.7. Zoho Docs
• Feature/Setting: Use "Document Upload API", set workflow for access control and audit.
3.8. AWS S3 (Healthcare compliance)
• Feature/Setting: "PutObject" API, activate KMS encryption, and enable Object Lock for immutability.
3.9. Azure Blob Storage
• Feature/Setting: "Put Blob" REST API, configure legal hold tags and server-side encryption.
3.10. Google Cloud Storage
• Feature/Setting: "Objects: insert" API, enable "Uniform bucket-level access" and logging.
3.11. Airtable
• Feature/Setting: "Create record" action, attach document fields with access role limits.
3.12. HubSpot CRM
• Feature/Setting: "File Upload API", automate attachment to client contact record.
3.13. Notion
• Feature/Setting: Use "Upload File" block via API; restrict workspace/user sharing options.
3.14. ShareFile by Citrix
• Feature/Setting: API for secure file drop, with policy-based access and retention.
3.15. Egnyte
• Feature/Setting: REST "Upload File" endpoint, activate compliance dashboard and reporting.
3.16. Boxcryptor
• Feature/Setting: Automatic client-side encryption on sync, point to cloud provider directory.
3.17. Nextcloud
• Feature/Setting: WebDAV/Files API, restrict via internal group access and audit trail enabled.
3.18. Jotform
• Feature/Setting: "Form Submission" webhook, forward secure PDF to SFTP or cloud storage.
3.19. Adobe Acrobat Sign
• Feature/Setting: "Agreement Completed" webhook, archive signed PDF to designated compliance folder.
3.20. Monday.com
• Feature/Setting: "Item Update" trigger with file attachment, automate backup to secure storage board.
3.21. Smartsheet
• Feature/Setting: "Attach File to Row" API, require row-level lock, and data residency rule.

Benefits

4.1. Minimizes manual compliance risk–all records stored with encryption, access, audit, and retention controls.
4.2. Accelerates audit preparation through instantly searchable archives and automated logs.
4.3. Facilitates practitioner focus on client care by eliminating repetitive secure documentation handling.
4.4. Supports resiliency and uninterrupted client service with secure cloud backups and redundancy.