Tracking a patient's forms

Every form ever sent to a patient is listed on their record, so you can see in seconds what is signed and what is still outstanding.

The Forms section

Open the patient and go to Forms & documents. Forms are grouped by the visit they were raised for, with today and any future appointments first, soonest at the top. Each group is headed with the date and the treatment, so a row tells you what it belongs to without you having to remember.

That means the question you are usually asking at the chairside, has this person done what they need for today, is answered by the top of the list rather than by reading all of it.

• Sent by hand is its own group, always visible. These are forms not tied to any appointment, which makes them the easiest thing in a long list to lose.
• Earlier appointments are folded away behind a count. Nothing is hidden or deleted; click to open the whole history.

Each row carries a status badge, and a completed form that still needs your counter-signature is flagged as such, so you can see it without opening the form.

Sending another form

You do not need an appointment in the diary to send a form: it works for a brand-new record too, so a phone enquiry can be sent your pre-treatment information the moment you have created them. Click Send a form in the same section. On the send screen you can:

• Choose the form from your published templates.
• Set an optional due date.
• Choose whether to send by email. If the patient has an email address on file it is ticked by default; if not, the option is unavailable and you share the link manually instead.

After sending, the screen shows the form link with a Copy link button, and tells you whether the email actually went out. If the email could not be sent, you are told to share the link manually rather than being left assuming it arrived.

Chasing outstanding forms

If a form is still open as the appointment approaches, open the patient, copy the link from a fresh send, and text or message it through whatever channel the patient actually reads. The link is the same form either way, and it can also be opened on a device in clinic on the day.

For a view across your whole diary rather than one patient, use Outstanding forms on the Forms page. That is also where you cancel a form sent in error, as long as the patient has not completed it yet.