PDF Forms

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

These forms are view only and are not fillable forms due to browser limitations
Clients are prompted to e-sign the document
If you wish to create fillable forms for your clients, we recommend using our Online Forms feature

Note: For security, clients have to sign in to their client portal account to access these documents.

Within the Article:

Managing PDF Forms
Upload PDF Forms
Edit PDF Forms
View PDF Forms
Assign PDF Forms
- Assign Existing PDF Forms to a Client
- Assign a 'One Off' PDF Form to a Client
Unassign PDF Forms
Revoke Client Access But Still Keep On File
Delete PDF Forms
E-Sign as a Client

movie Video:

Managing PDF Forms

Required Roles: Owner, Manager or Therapist

Standard client documents are a per-provider option, specific to each therapist.

As a Therapist:

From any screen click your name (top right):

From the popup, underneath your name and practice click

You'll then see your profile
Click Templates (top tab)
Find the second section titled Standard Client Documents 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:

Upload PDF Forms

From here you're presented with a list of existing standard client documents
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 Standard Client Document:

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

File:

Upload your PDF file here, it must be a PDF
Maximum file size: 10Mb

Form Description:

This description will be shown to the client

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

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 created

After finished, click

Edit PDF Forms

From the list of documents, click the name of the document to edit any properties.

When finished, click (bottom right).

delete Delete a document

From the list of documents, click the name of the document to edit any properties.

While editing click (bottom left).

View Assigned PDF Forms

To see what specific documents are assigned to a particular client, 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 standard client documents already assigned to this client:

Assign Client PDF Forms

To assign an existing Standard Client Document 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 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
We support unlimited 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

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):

Delete PDF Forms

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