Who gets a form, and when it is sent

Every form has a type (what it is) and an audience (who receives it). The type is fixed when the form is created. The audience comes from what the form is attached to, and there is very little left to set.

The four types

• Consent. The patient's agreement to a treatment, usually signed.
• Medical history. Screening questions about health, medication and allergies.
• Pre-information. Things the patient should read before attending.
• Aftercare. Advice for after the treatment.

The type is chosen when the form is created and cannot be changed afterwards. Consent, medical history and pre-information are sent before the appointment. Aftercare is sent after the visit.

Who gets a form

These rules choose the forms for a booking:

1. Attached to treatments or categories: those bookings only. Your lip filler consent attached to lip filler goes out when someone books lip filler, and to nobody else. Attaching it is the whole instruction; there is no second setting to arm.
2. Attached to nothing, and set to every patient: everyone. A form other than aftercare that is attached to nothing has one switch on its own page, Send to every patient, on every booking. With that on, every booking gets the form whatever the patient booked. Right for a general medical questionnaire.
3. Aftercare: after the visit, to whatever it is attached to. Attach it and it sends itself once the appointment is done. Aftercare has no audience switch at all, because attaching it is the decision.

A form attached to nothing with the switch off is sent by hand, from the patient's record, whenever your team wants it. That is a normal thing for a form to be, not a fault.

Attaching and the every-patient switch are alternatives

They are never combined. While a form is attached to a treatment, the every-patient switch is not available to turn on: the attachment has already answered the question. To send an attached form to everyone, remove its attachments first, then switch it on.

The two halves still live on different screens, so both screens now show you both halves. You attach a form under Settings → Treatments, and the form's own page names every treatment and category it is attached to in the Attached to panel, right beside the switch. The top of the Forms page names any form whose setting and attachments do not agree, tells you what is actually happening to it, and gives you the two ways to settle it.

How often it is asked again

Separately from who gets it, most forms have a How often to ask the same patient again setting: every appointment, a number of months, or once only. A medical questionnaire is usually a year. Pre-treatment information can be requested every appointment, after a chosen number of months, or once only. Aftercare has no such setting, because it goes out after every visit it applies to.

A patient who has completed your full medical history inside its window is normally sent a short form instead of the whole questionnaire again. The full questionnaire returns when no completed submission on your clinic's non-archived medical-history forms still covers its re-send window. Completing a Confirmation of No Changes can extend that coverage. Nobody is ever sent both on the same booking.

In the questionnaire's Settings, use Short form for returning patients to choose the short form. Use the default by name looks for a published medical history form whose name contains Confirmation of No Changes. If no suitable short form is available, the full questionnaire is sent instead. The editor still asks you to confirm a rename that changes whether this name is recognised.

Automatic requests need a published version. Pre-appointment form links reach patients through enabled booking confirmations and reminders; aftercare links use the separate Aftercare advice email after the appointment is marked completed. Pre-appointment requests can still appear when email is switched off, held back or unavailable; automatic aftercare requests need an email address and the Aftercare advice automation enabled, otherwise send the form manually.