PDF Forms

Required Roles: Owner, Manager or Therapist

PDF forms are uploaded PDF documents you can assign to clients for viewing, downloading, or e-signature signing within their client portal account.

  • For security clients have to sign in to their client portal account to access these documents
  • These forms are view only and are not fillable PDF forms due to browser limitations
  • Clients are prompted to e-sign the document they can either draw or type
  • If you wish to create fillable forms for your clients, we recommend using our online forms feature
    • We also have a few templates available to preview and use/customize

Within this Article:

movie Video:

Managing PDF Forms

PDF forms are uploaded and managed on a per-provider basis, specific to each therapist.

  • From any screen click your name (top right):
  • From the popup, underneath your name and practice click
  • Then click Templates (top tab)
  • Find the second section titled PDF Forms and click


Owners or Managers:

  • You would use the same steps as above
  • Once you get to the list use the top therapist dropdown to change views:

Add PDF Forms

Warning do not upload any documents that contain PHI here. If you are looking for 'one off' documents to assign to particular client like a treatment plan, please for those steps.
  • From here you're presented with a list of existing PDF forms
  • To edit an existing form: click the name of the form below
  • To upload a new form: click (top right of section):


Creating a new PDF Form:

From here, you will be asked the following:


Form Title:

  • This is what will be displayed as the document title to both you and clients on the list of forms

File:

  • Upload your PDF file here, it must be a PDF structured document and end in a .PDF to be recognized
  • Maximum file size: 10Mb

Form Description:

  • This description will be shown under the form when staff are assigning clients these forms


Form Instructions:

  • If you have instructions for your clients about this document, include them here
  • They will be listed at the top of the form when the client is reviewing the PDF.

settings Document Attributes:

Each online form has three attributes you can set, explained below:


signature Require Signature

  • Gives clients a signature pad to sign the form at the bottom
  • This e-signature is added to a new last page of the PDF with all the details
  • Click here to see the client view of the process

menu_book Require Reading

  • Shows as required to the client to complete
  • Will also indicate a "read receipt" - indicating if they've opened the form and when

autorenew Auto-Assign

  • This document will be automatically assigned to any new client created under this provider
  • This applies going forward, and will not be assigned to past clients already created

After finished, click

Edit PDF Forms

  • From the list of documents, click the name of the document to edit any above properties
  • If you need to update the PDF itself, delete it with the below steps and reupload
  • When finished, click (bottom right)

delete Delete a document

  •  From the list of documents, click the name of the document to edit any properties.
  •  Scroll down to the bottom left and click
    •  

View Assigned PDF Forms

To see what specific documents are assigned to a particular client, as well as details including when it was assigned and if it's been signed, go to:

  • group Clients (left menu)
  • Click on the client name
  • Click Docs & Forms (top right tab)
  • Find the second section PDF Forms
  • Under that will be a list of the PDF Forms already assigned to this client:

Assign Client PDF Forms

To assign an existing PDF Form to a client, navigate to:

  • group Clients (left menu)
  • Click on the client name
  • Click Docs & Forms (top right tab)
  • Find the second section PDF Forms
  • Click (top right of section):

Clients will receive an email notification indicating a document is ready for their review with a link to sign in to view it. Signing in required for security.

Assign a 'One Off' PDF Form to a Client

There may be some documents or forms that you'd like to send as a "one off" → or specific to that client that you don't want to become a part of your documents to assign other clients.

An example would be a treatment plan to sign, or any document that contains client specific PHI.

To assign that, you'd go to:

  • group Clients (left menu)
  • Click on the client name
  • Click Docs & Forms (top right tab)
  • Find the second section PDF Forms
  • Click (top right of section):

  • A new prompt will come up → we now need to upload the PDF document
  • First, click the top tab New PDF Form

  • Then click below and find your PDF file
  • Note: Your uploaded document file size must be under 10 Mb
    • If larger than this, you will need to compress the file or split it into separate files
  • Additionally we support unlimited individual attachments and uploads

Beneath that are the document properties:

signature Require Signature

  • This is enabled by default, which we want
  • It gives clients a signature pad to sign the form at the bottom
  • Once signed, you'll see the e-signature added to a new last page on the PDF
  • Click here to see the client view of the process

menu_book Require Reading

  • Shows as required to the client to complete
  • Will also indicate a "read receipt" - indicating if they've opened the form and when

visibility Clinical Content?

  • This means only the provider and any records custodians of this provider can view the form
  • Other staff will see the document is there, but won't be able to access it for privacy

When finished, click (bottom right of pop up)

These forms are sent in the system as a message to the client. They can access these either:

  • Via the direct message
  • Or by going to their inventory_2 Forms (left menu)

Unassign PDF Forms

If the client has not viewed or signed it yet, and you would like to unassign and remove it, navigate to:

  • group Clients (left menu)
  • Click on the client name
  • Click Docs & Forms (top right tab)
  • Find the second section PDF Forms
  • Click (far right):


Revoke Client Access But Still Keep On File

If you have a situation where a client has completed a form, but you need to remove their access to it on the client portal, you can use this feature.

We keep the document visible to staff on this page and you can view it at anytime. We also keep an audit report of revoked forms, click here to review that.

To do this, navigate to:

  • group Clients (left menu)
  • Click on the client name
  • Click Docs & Forms (top right tab)
  • Find the second section PDF Forms
  • Click (far right)
  • Enter the reason (visible to staff on this page under the document)


Make a mistake?

To easily restore client access to this document, just click to the right of the document name here.

Delete PDF Forms

Warning: With this feature, documents are permanently deleted and cannot be recovered by engineering or support staff.

To do this, navigate to:

  • group Clients (left menu)
  • Click on the client name
  • Click Docs & Forms (top right tab)
  • Find the second section PDF Forms
  • Click (far right):


E-Sign as a Client

As a client, to electronically sign a PDF Form use the following steps:

  • First sign into the client portal
  • Click inventory_2 Forms (left menu)
  • Find the PDF Documents and click either the document name or (far right):

  • Here we show you the PDF
    • Options on the right: close document, zoom in / out, print, and download a copy
    • At the bottom, the client can sign or type their name
  • Click (bottom):


  • We then load a pop up for the e-signature


  • Draw your signature in the box (we support touch or mouse input)
  • Click when ready to sign

Bottom right options:

  • Make a mistake? click
  • Prefer to type your signature instead? Click

Once completed, the client signature will be appended to the end of the document, looking similar to this:


The document will be visible on both staff and client side for review after signing.

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