Automatic forms before appointments
Most forms send themselves. You do not have to remember a medical history before every appointment or a consent before every filler: how a form is set up decides who receives it, and the app does the rest.
The rule, in three lines
- A form attached to treatments or categories goes out with bookings for those treatments only.
- A form attached to nothing, with Send to every patient, on every booking switched on, goes out with every booking.
- Aftercare goes out after the visit, to whichever treatments it is attached to.
That is the whole of it. For a worked example of each line, and how to check what any one of your own forms will do, see How forms decide who gets them.
Which setup suits which form
Your medical history questionnaire is the classic every-patient form: attached to nothing, switch on, so everybody gets it whatever they book. A treatment consent is the opposite. Attach it to the treatment it belongs to and a patient booking dermaplaning is never asked for your lip filler consent. Attach it to a whole category if every treatment in that category needs it, and new treatments you add to that category inherit it automatically.
Attaching a form and sending it to everybody are alternatives, not additions. While a form is attached to a treatment, the every-patient switch is not available to turn on, because the attachment has already said who gets it.
Returning patients
A patient who comes in regularly is not asked to fill in the same form every few weeks. If they completed a form inside its re-send window, it is not sent again. For the medical history questionnaire specifically, a returning patient is sent the short Confirmation of No Changes attestation instead, so their record is refreshed without the whole questionnaire every visit. Nobody is ever sent both on the same booking.
One caution: the system recognises the attestation by its name. If you rename your "Confirmation of No Changes" form, the editor will ask you to confirm you understand that returning patients will stop receiving it.
Reminders chase outstanding forms
The form link goes out with the booking confirmation, and any form still outstanding is included again in the appointment reminder emails, so a patient who missed the first email gets another chance before they arrive. No extra emails are sent; the links ride the reminders you already send. Note this includes forms sent a while ago, so a patient with an old unfinished form may see it resurface in their next reminder; that is the chase working, not an error. If a form was actually done on paper, cancel its request from the Outstanding forms page and it disappears from the chase.
Cancellations tidy up after themselves
When an appointment is cancelled, its pending form requests are cancelled with it. The emailed links stop working and the forms drop out of your outstanding counts.
You can still send any form by hand at any time, from the patient's record. The automatic sends simply handle the routine cases for you.