📊 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 billing and payroll
• 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

All VGF team members are expected to regularly access the appropriate Shared Boxes to retrieve voicemails, confirm JotForm delivery, and manage internal updates related to that client. Make sure you work with your team so that everything is managed on a daily basis.

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