Glossary of Terms

Glossary of Terms

Glossary of Terms

Definitions of common HealthForms.io and healthcare terms.

A

Admin / Administrator

A user with full control of a HealthForms.io organization. Admins can:

  • Invite and manage users
  • Configure system settings
  • Create and manage forms
  • View reports and analytics
  • Change permissions

See Permissions Guide.

Authenticator App

A mobile app that generates 2FA (two-factor authentication) codes. Examples:

  • Google Authenticator
  • Microsoft Authenticator
  • Authy
  • 1Password

Codes change every 30 seconds and are required to log in.

B

Backup Codes

Emergency recovery codes generated when you set up 2FA. Each code:

  • Is a long string of characters
  • Can be used once only as a 2FA substitute
  • Should be saved in a password manager or safe place
  • Is essential if you lose your phone

Also called "Recovery Codes."

C

Client / Client Application

Another term for HealthForms.io applications that users interact with:

  • Portal (for patients)
  • Manager (for staff)

D

Two-Factor Authentication (2FA) / Multi-Factor Authentication (MFA)

Security requiring two pieces of information to log in:

  1. Password (something you know)
  2. Code from your phone (something you have)

This makes accounts much harder to hack.

E

Email Confirmation

The security process of verifying you own an email address by:

  1. Receiving a confirmation email
  2. Clicking a link in that email
  3. Confirming your email in HealthForms.io

Required before you can fully use your account.

F

Form

A document users fill out and submit in HealthForms.io. Forms can include:

  • Text fields (name, address, etc.)
  • Checkboxes (yes/no questions)
  • Dropdown menus
  • File uploads (documents, images)

H

HealthForms.io

The comprehensive health forms management system. Includes:

  • Portal - Patient submission
  • Manager - Staff review and processing
  • Account Service - Login and account management

HTTPS / SSL / TLS

Security protocols that encrypt data in transit:

  • HTTPS = Secure HTTP (web protocol)
  • SSL/TLS = The encryption standard
  • Green lock in browser = HTTPS active
  • All HealthForms.io connections use HTTPS

J

JSON

A simple data format used in APIs and data exchange. Stands for "JavaScript Object Notation."

K

Knowledge Base

A collection of help documentation (like this!) that users can search for answers.

L

Login

The process of entering your email/password to access HealthForms.io.

M

Manager

The HealthForms.io application for staff to:

  • View submitted forms
  • Review patient information
  • Add notes and comments
  • Generate reports
  • Manage workflows

Multi-Factor Authentication (MFA)

Same as Two-Factor Authentication (2FA). See definition above.

P

Password Manager

Software that securely stores passwords, including:

  • 1Password
  • LastPass
  • Bitwarden
  • Dashlane

Generates strong passwords and remembers them for you.

Permission / Role / Access Level

Controls what a user can do in HealthForms.io:

  • Admin - Full control
  • Manager - Manage team and forms
  • Reviewer - Review and edit forms
  • Viewer - Read-only access

See Permissions Guide.

Portal

The HealthForms.io application for patients/members to:

  • Receive form requests
  • Fill out forms
  • Upload documents
  • Track submission status

PSWD

Abbreviation for "password."

R

Reset Password

The process of creating a new password if you've forgotten yours. Involves:

  1. Clicking "Forgot Password"
  2. Entering your email
  3. Receiving a reset link
  4. Creating a new password

See Password Reset Guide.

Recovery Code

Same as Backup Code. Emergency codes for accessing your account if you lose your phone.

Role

Same as Permission or Access Level. Defines what a user can do.

S

Session

The period during which you're logged in. Sessions:

  • Last for a set time
  • Time out if inactive
  • End when you log out
  • Are secure and encrypted

Sign In

Same as Login.

Sign Up

The process of creating a new HealthForms.io account. Involves:

  1. Entering email and password
  2. Confirming your email
  3. Creating your profile

See Sign Up Guide.

SMS

Short Message Service (text message). Used for:

  • 2FA codes via text message
  • Notifications
  • Account recovery

Single Sign-On (SSO)

The ability to log into multiple apps with one login. HealthForms.io supports single sign-on across its apps.

T

Terms of Service / Terms of Use

Legal agreement you accept when using HealthForms.io. Outlines:

  • User rights and responsibilities
  • Privacy and data protection
  • Liability and disclaimers
  • Service availability guarantees

Token

A secure credential proving your identity. In HealthForms.io:

  • Session Token - Used while logged in
  • Reset Token - Used for password reset
  • 2FA Token - Used for verification

Two-Factor Authentication (2FA)

Security requiring two pieces of information to log in. See [[Glossary#D|definition above]].

TLS

Transport Layer Security - the encryption standard (upgraded version of SSL).

U

User

Someone with a HealthForms.io account. Users can have different permission levels:

  • Admin
  • Manager
  • Reviewer
  • Viewer
  • Patient/Member

Username

Your login identifier. In HealthForms.io, your username is your email address.

V

Verification

Confirming something is real or correct:

  • Email verification - Confirming you own an email
  • 2FA verification - Proving second factor (phone)
  • Identity verification - Confirming you are who you say

VPN

Virtual Private Network - encrypts your internet connection and hides your location. Good for public WiFi.

W

Web Application

Software accessed through a web browser (Chrome, Firefox, Safari, Edge). HealthForms.io is a web application.

Whitelist / Safe Senders

Adding an email address or domain to your email provider's "trusted" list so emails go to inbox instead of spam.

X

XML

Extended Markup Language - a data format. XML is similar to HTML but used for data.

Z

Zero Trust Security

Security approach assuming all access requests are suspicious until verified. HealthForms.io uses zero trust principles.

Zoho Desk

Customer support platform where HealthForms.io documentation is published as a knowledge base.

Zoho Zia

AI assistant powered by Zoho that answers user questions based on knowledge base articles.

Note: This glossary is a work in progress. New terms are added as documentation grows. Last updated: 2025-06-17.

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