1. Before the Appointment: Check Form Status
When you view a booked appointment in the calendar, you can quickly see all associated forms and their status.
Click on the patient's appointment.
In the appointment tab, view the Forms section.
You will see:
Forms sent to the patient (e.g., Medical Questionnaire, Consent Form).
Forms scheduled to be sent later (e.g., Aftercare).
The current status of each form (e.g., Sent, Completed, Pending Signature).
2. Two Ways to Complete Forms
Method 1: Complete Forms Before Starting the Appointment (Ideal for Reception/Waiting Area)
This method allows a patient to complete forms on a clinic device before seeing the practitioner.
With the appointment open, click Complete Form in the appointment tab.
The forms requiring action will open for the patient.
Use the Lock Feature for Security: If handing the device directly to the patient, click the Lock button.
This prevents the patient from accessing any other part of the system.
The patient can read, fill out, and sign all forms sequentially.
Required fields must be completed to submit each form.
Once finished, the practitioner or staff member enters the pre-set admin passcode to unlock the device.
Method 2: Complete Forms Within an Active Appointment
Start the appointment as usual by clicking Start.
Inside the appointment view, navigate to the Forms section.
You will see a list of all forms linked to this appointment.
To complete them all, click Submit All Incomplete Forms.
To complete one, click Complete Form next to it.
Guide the patient through filling out and signing the form on your device.
Upon submission, the system automatically generates a timestamp and records the IP address for security and audit purposes.
3. Managing Completed Forms
View & Download: Once a form is submitted, you can view it, download it as a PDF for your records, or email the PDF directly to the patient from the appointment screen.
Add Extra Forms: If a patient consents to an additional treatment during their visit, you can add new forms directly from the appointment.
Click Add Form.
Select the required form from your clinic's form library.
Complete it with the patient immediately.
4. Viewing a Patient's Form History
All forms completed by a patient are stored centrally in their profile for easy access.
Go to your Patient List.
Select the desired patient.
Go to the Documents section.
Here you will see a complete history of all forms they have signed, organized by appointment and treatment type.
Cautionary Notes
Ensure forms are configured and assigned to the correct treatments before using this SOP.
Do not leave a patient alone with an unlocked device if it contains access to the clinic system.
Required fields must be completed before submission; otherwise, the form will not process successfully.
Only authorized staff should know or use the admin passcode.
Verify that the correct patient and appointment are selected before opening or sending any documents.
Tips for Efficiency
Use the appointment tab to complete forms before the consultation to reduce treatment-room delays.
Lock the device whenever a patient is using it independently.
Use Submit all incomplete forms when multiple documents need completion.
Keep frequently used forms pre-configured and linked to services to minimize manual work.
Check the patient’s document history in their account to avoid duplicating forms or missing prior records.
Need More Help?
Completing forms in-clinic is designed to be secure and straightforward. If you have any questions, please contact our support team via the in-app messaging service or email at [email protected].