Objective
This SOP explains how to locate, configure, assign, and manage forms and form automations in AesthetiDocs. It ensures patients receive the correct questionnaires, consent forms, and aftercare documents at the right time for the right treatment.
Key Steps
1. Open the Forms and Questionnaires area 0:13
Log into AesthetiDocs.
Go to Settings.
Select Forms and Questionnaires.
Open the Forms List to view and manage all available forms and settings.
2. Browse the template library for a starting point 0:30
If no forms are set up yet, use the prompt to open the Templates Library.
Search for ready-made forms such as:
Questionnaires
Consent forms
Aftercare documents
Filter by:
Document type
Treatment type
Use the search bar to find a specific form, such as a consent form for a particular treatment.
3. Choose the right form types for your workflow 1:54
Plan to set up the core forms for each treatment:
Medical questionnaire
Consent form
Aftercare document
Use medical questionnaires to collect patient history and screening information.
Use consent forms to capture informed consent before treatment.
Use aftercare documents to provide post-treatment instructions automatically.
4. Create a medical questionnaire template 3:13
Search for a suitable medical questionnaire, such as Medical History Questionnaire.
Click Use Template to begin configuration.
Review the form parameters before saving.
5. Configure medical questionnaire settings 3:45
Select the correct location if your business has multiple sites.
Set the signature site to Anywhere if patients may complete it remotely or in clinic.
Choose the delivery method:
Email for no additional credit cost
SMS/Text if you have sufficient credits on the account
Set the automation timing so the patient receives it at the time of booking.
Set the frequency to every appointment if the questionnaire should be completed regularly.
Link the form to Any Service or restrict it to specific treatments.
Review the settings, then click Save and Back.
6. Create and configure a consent form 6:24
Repeat the template setup process for a consent form.
Set the signature site to In Clinic Only for most consent forms.
Choose whether the form is sent by email or text message.
Set the automation timing as needed, but keep it aligned with the treatment workflow.
Set the frequency to every appointment if consent must be collected each visit.
Link the consent form to the relevant treatment category, such as toxin treatments.
Save the form once the correct treatments are selected.
7. Create and configure an aftercare document 8:29
Use the appropriate aftercare template for the treatment.
Keep the signature site at the default setting if no signature is required.
Choose the delivery method:
Email
Text message
Set the automation timing to send after treatment or at the time of completion.
Set the frequency to every appointment.
Link the aftercare document to the relevant treatment category.
Click Save and Back to apply the setup.
8. Preview and edit forms as needed 10:09
Open a form and use Preview to see how it appears on:
Computer
Tablet
Mobile
Open the Form Builder to edit the form content.
Use the available question types and tools to customize the form.
Make changes carefully so the form remains accurate and easy for patients to complete.
9. Duplicate, deactivate, or delete forms when needed 11:07
Use Duplicate to create a similar form without starting from scratch.
Make minor edits to the duplicated version instead of building a new form.
Use Deactivate to temporarily remove a form from active use.
Use Delete to remove forms that are no longer needed.
Confirm that deleting a form does not remove any forms already completed by patients.
10. Confirm notification settings are enabled 12:56
Go to Marketing.
Open the Email and SMS Notification Center.
Ensure Forms Notifications are turned on.
Verify this setting so patients actually receive their forms and related notifications.
Cautionary Notes
SMS delivery requires credits: If you choose text message delivery, confirm the account has enough SMS credits.
Consent forms should usually be signed in clinic: This helps ensure informed consent and reduces compliance risk.
Check treatment links carefully: A form linked to the wrong service may be sent to the wrong patients.
Deleting a form does not remove completed records: However, only delete forms when you are sure they are no longer needed.
Notification settings must be enabled: If forms notifications are off, patients may not receive their forms even if the automation is configured correctly.
Tips for Efficiency
Start with a template library form instead of building from scratch.
Duplicate an existing form when creating a similar version for a new treatment.
Use location-specific setup if you operate multiple clinics.
Use Any Service for general forms and narrow the service list only when needed.
Keep medical questionnaires set to every appointment when patient history may change.
Use at the time of booking for questionnaires to reduce manual follow-up.
Use at the time of completion for aftercare so patients receive instructions immediately after treatment.