📊 JotForms & Time Tracking Basics

Bonus: Shared Boxes - Secure Email Explained 

📋 What is a JotForm?

A JotForm is a secure, structured online form that must be submitted after every phone interaction — inbound or outbound — made on behalf of a client.

At Virtual Gal Friday, these forms are used to:

✅ Document the purpose and outcome of each call
✅ Maintain HIPAA-compliant records
✅ Track client activity and provide transparency
✅ Connect your communication work to your billable time

📌 Every phone call must be documented with a JotForm — even if the caller didn’t answer or if the call was very brief.

🧾 Why Do We Use Them?

JotForms are essential to our workflow because they:

• Create a record of activity tied to your time entries
• Provide clients and internal teams with up-to-date information
• Support accurate client billing and contractor payments
• Reduce the need for separate call logs or handwritten notes (which are discouraged and can violate HIPAA)
• Even voicemails, appointment confirmations, and “missed calls” should be submitted with a JotForm. If you’re ever unsure — submit one.

Click Here for our Live Sample Form: https://form.jotform.com/222994205642155

Every client that we handle reception and outbound calls for will have a form link in their 'client information sheet' under 'pages' in Zoho Projects.

 

 View live example: 

📊 JotForms & Time Tracking Basics

 ⏱️ Time Entry Basics

You’ll track all time using Zoho Projects, and that time should correspond directly to the JotForms you submit.

✅ JotForms and Zoho Projects are both required to create accurate, billable task entries.

Your process should look like this:

• Take the call
• Complete a JotForm
• Enter your time in Zoho with matching details

🧩 These two tools work together to ensure your work is accurately logged, billed, and paid.

✅ Best Practices for Time Entry

• Track time as it happens, not hours later
• Use clear, descriptive labels for tasks (e.g., “Returned call to patient and documented via JotForm”)
• Do not log time in bulk
• Do not use vague descriptions like “admin” or “emails”

🚫 What to Avoid

• Writing notes on paper (risk of HIPAA violation)
• Submitting forms late or batching them at the end of the day
• Logging tasks without submitting the JotForm that supports them

 

📊 JotForms & Time Tracking Basics

🔐 Outlook Shared Boxes:

Secure HIPAA-Compliant Email for Client Communication

In addition to Outlook, each client at Virtual Gal Friday is assigned a secure, HIPAA-compliant Shard Box email address.

Before you can use a shared mailbox, the Microsoft 365 admin for your organization has to create it and add you as a member.

This is used for internal communication with the client team and acts as a secure inbox for:

📩 Voicemails (from Zoom Workplace)
📋 JotForm submissions
🧾 Documentation tied to phone activity

Contractors providing services for a client should regularly access the applicable Shared Box as needed to retrieve voicemails, confirm JotForm delivery, and review client-related updates. Coordinate with others supporting the same client so required communications and documentation are handled appropriately.

📌 You can find your client’s SharedBox information in the
Client Information Sheet under “Pages” in Zoho Projects.