Accessing the Forms Section
Log into your Study Docs account.
Navigate to Settings in the main menu.
Select Forms and Questionnaires to access your forms list.
If you are setting up forms for the first time, the system will prompt you to browse the template library.
1. Finding and Using Templates
We recommend starting with our pre-built templates to save time.
Click Browse Templates to access the library.
Use the filters to search by Document Type (e.g., Medical Questionnaire, Consent Form, Aftercare) or by Treatment Type (e.g., Botulinum Toxin).
You can also use the search bar to find specific forms.
If you cannot find a form you need, please contact us at [email protected]. We will try to accommodate your request.
Adding a Form to Your Account
Once you find a template you want to use (e.g., "Medical History Questionnaire"):
Click the Use Template button.
This will open the configuration settings where you define how, when, and to whom the form is sent.
2. Configuring Form Settings & Automations
The power of forms lies in automation. Here’s how to configure the key settings for different form types.
General Settings (Applicable to All Forms)
Location: Select which clinic location(s) the form applies to.
Delivery Method: Choose how the form is sent to the patient: Email (unlimited, free) or SMS (requires credits on your account).
Link to Services: Determine which treatments will trigger this form. You can select Any Service or choose specific treatments/categories.
Specific Settings by Form Type
A. Medical Questionnaires
Signature Setting: Set to Anywhere so patients can complete the form remotely before their appointment.
Automation Schedule:
When: Set to At Time of Booking to send it immediately after an appointment is made.
Frequency: Set to Every Appointment to ensure you have the most up-to-date medical information.
B. Consent Forms
Signature Setting: We strongly recommend setting this to In-Clinic Only. This ensures informed consent is obtained physically with a practitioner present.
Automation Schedule:
When: You can schedule it to be sent before the appointment (e.g., for review) or set it to be actioned in-clinic.
Frequency: Typically Every Appointment.
Link to Services: Crucial for consent forms. Ensure you link the form only to the specific treatments it applies to (e.g., select all relevant toxin treatments).
C. Aftercare Documents
Signature Setting: Not applicable, as aftercare forms don't require a signature. The default setting is fine.
Automation Schedule:
When: Set to At Time of Completion to send it immediately after you mark the appointment as complete in the system. You can also schedule it for a specific time after treatment (e.g., 1 day after).
Frequency: Every Appointment.
Link to Services: Link the aftercare to the relevant treatments.
Once all settings are correct, click Save. The form is now active and will be automated based on your rules.
3. Managing Your Forms
After creating forms, you have several management options. Click on any form in your list to access these tools:
Preview: See exactly what the patient will see on different devices (computer, tablet, mobile).
Form Builder: Open the drag-and-drop editor to add, remove, or edit questions and sections. (A separate guide covers the Form Builder in detail).
Duplicate: Create a copy of an existing form. This is perfect for making a similar form for a different treatment (e.g., duplicating a "Botox Aftercare" form to create a "Filler Aftercare" form).
Deactivate: Turn off a form without deleting it. It will remain in your list but will not be sent to patients.
Delete: Permanently remove a form. Note: This will not affect any forms that patients have already completed; their records are safely stored.
Essential Final Step: Enable Form Notifications
For patients to receive your forms, you must enable the corresponding notifications.
Go to Marketing > Email and SMS Notifications.
In the Notifications Center, find the section for Forms Notifications.
Ensure these notifications are toggled ON (indicated by a green tick).
Need More Help?
We hope this guide helps you set up your form automations successfully. For detailed videos on using the Form Builder or completing patient forms, please check our other knowledge base articles.
If you have any questions, please contact our support team via the in-app chat or at [email protected]. We're happy to help!