Sending forms to patients

There are three ways to get a form in front of a patient: email it to them, have them sign it in clinic, or copy a link to share however you like.

Emailing the form

1. Open the patient and choose to send a form.
2. Pick the form you want them to complete.
3. Choose Email to patient and send it. If the email sends, the patient receives a link to complete the form on their own device and sign it if a signature is required.

You can choose several forms and send their links in one email. Check the result shown on the send screen: a request can be created even if its email does not send. If the patient is set not to receive automated messages, you are asked to confirm with Send anyway before a manual email is sent.

Signing in clinic

If the patient is with you, choose Sign in clinic instead. No email is sent; you can open the form on your own device and hand it over, or show a QR code for the patient to scan and sign on their phone. See the article on getting forms signed in clinic for the full walkthrough.

Copying the link

A form still waiting on the patient has a Copy link button while its link is valid. Paste the link into a text, email or message of your own. This is handy when a patient prefers a particular channel, or when you are messaging them anyway. Once a form has been submitted the link stops showing it, so the button is replaced by View.

What the patient sees

The patient opens the link, answers the questions and signs if the form requires a signature. The completed, signed form lands back on their record, tied to the version they saw. You can see at a glance whether a form is outstanding or done.

Reading a completed form

You need access to the clinical record to read completed answers or add a practitioner signature.

Open the patient's record, go to Forms & documents and press View on any completed form. You will see every question with the patient's answer, exactly as they were asked at the time, along with their signature and when it was given. Open print view prints it or saves it as a PDF for your insurer or your own records.

If the form is one you have marked as needing your signature too, its row shows Awaiting your signature and the form itself offers Sign as practitioner. Your signature is recorded permanently and cannot be changed afterwards, so you are asked to confirm before it is saved.

Before an appointment

If you want forms to go out automatically ahead of appointments rather than sending each one by hand, see the article on automatic forms before appointments.

Keeping on top of what is outstanding

Forms → Outstanding forms lists up to the 500 newest requests with Sent or Opened status. Requests for cancelled appointments or appointments more than 24 hours past are hidden at first; press Show [number] from past appointments to include them. Requests marked Expired are excluded. See the article on chasing outstanding forms for what you can do from there.

You can send up to 12 form emails to one patient in each clock hour, shared across your team. An email containing several forms uses one of those sends. To share an outstanding form again, use Copy link or Sign in clinic while its link is still valid; create a fresh request if the link has expired. During a trial, manual form sends use the clinic's shared limit of 50 emails in 24 hours. If a limit is reached, use the links already created to share the forms or arrange in-clinic signing, and try emailing again later.