Online Forms: Editing and Assigning

TherapyAppointment users now have access to create 'client facing' online forms, which allow electronic signatures (e-sign) among other things, giving you the ability to have a truly paperless client intake process!

Don't pay for an additional HIPAA compliant form submission service! Use our built in online form editor and assign an unlimited amount of forms to all your clients! Clients complete these securely through their client portal account, or during the registration process.

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In this Article:

Creating Your Own Unique Patient-Facing Online Form(s)

If you are a Therapist/ Provider
  • Go to My Profile
  • Navigate to the Forms and Templates section
  • Under it, find Online Forms and to the right click the button
For  Owners/Managers, go to:
  • Practice Settings
  • Then select the Online Forms top tab:

  • To create a customized form template, or for the full library of templates click  in the top right corner of the page.
  • You will see a list of pre-made forms that you may select as a starting point, or choose 'blank form' to 'start from scratch' and create one that is fully your own. 
  • Once created, you can edit and rename the form by using the edit tool on the right under the Displayed Name section:

You have options! 🎉

As shown in the illustration above, you may also edit additional form-specific options such as Auto-Assign, Clinical Form, or Shared with Practice, explained below:

  • Auto-Assign: If enabled, this form will automatically be included in the documents section of the client portal for a newly-registering client. The form will not be assigned to client who have previously set up a username and password for the client portal.
  • Clinical Form: Defines this template as collecting data intended to be see by 'clinical eyes only.' Only staff members with an owner, records custodian, or therapist role enabled may view the content on these documents when completed by the client. 
  • Shared with Practice: This form is made available for use to ALL therapists in the practice. (If the form is also set to auto-assign, it will be delivered automatically to all newly registering clients of the practice.)

Managing Online Forms

To edit and or manage your selected online forms, go to the form list:

  • Practice Settings (left menu)
  • Online Forms (top tab)

The bottom right corner of each listed online form displays three icons, describing the following functions:

  • Edit:  Click to edit and load the selected form 
    • You can also click the form name to load the form
  • Archive: Hide this form from:
    • This list (you can toggle with the button on top)
    • As well as from the list of forms assignable to clients via the client's Docs & Forms tab, explained further below.
  • Delete: Deletion is allowed ONLY if the form has never been assigned to a client in the practice.
    • If selected, the template will be permanently deleted and cannot be undone

When you have selected any form for review or editing, you may also manage specific form options via the top tabs, as illustrated below: 

Online Form Elements

When building a form, the form is built with what we call ' elements'.

Below, we'll discuss the different elements that may be used in the construction of your form. Once an element is placed as a 'building block' in a form, it may be edited, re-sized, re-positioned or deleted.

Add Form Element

Click the blue  button at the top right while building or editing a form.

  • Selecting a new form element here will add it to your form at the bottom.
  • This button is used to add online form elements - such as a 'Paragraph' Instructional Text, or Free Text input such as 'Single (and multi) Line Text Field' or 'Drop-Down' fields - to the bottom of the form you are building.
  • To the left you will see a preview of your form as it is currently.

An example video illustrating how to click the 'add form element' Multiple Choice Section: Checkboxes and Radios, which creates the ability to ask a question that offers multiple choice answers of your choosing:

Read below to view a complete description of each of the form elements or 'building blocks' you can use to build your form: 

  1. Click , then select from many drop-down menu options (click outside of the Form Element area to clear the view):
    1. Title/Heading:

      Up to 60 Characters, with an editable Display Name Field. Edit the font size, boldness, and margin alignment as well as adjust the width of the display. 

    2. Paragraphs/Free Text:

      Use for text fields with more than 60 characters, such as long questions or a lot of narrative.  If you are copying/pasting text from another source, the field supports copy/paste symbols and emojis! Edit the font size, boldness, and margin alignment as well as limit the width of the display. 

    3. Single Line Text Field:

      Client Interactive Field. Allows for up to 50 Characters as a Question, and provides clients with a single line answer entry field. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete. 

    4. Multi-Line Text Field:

      Client Interactive Field: Allows for up to 50 Characters as a Question or Descriptor, and provides clients to enter a paragraph-sized answers. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete. 

    5. Email Address Field:

      Client Interactive Field pre-organized to accept a valid email address entry. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete. 

    6. E-signature Field:

      Client Interactive Field: pre-set to allow for an e-signature from either a touch screen device, or with their mouse on a non-touch-screen display, or they can also manually type of their name, if preferred. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete. 

    7. Drop-Downs: A Multiple Choice Question/Answer field: 

      Client Interactive Field allows up to 50 characters  for the question/description and up to 100 characters per answer. Can be limited to choosing only one answer, or allow for multiple answers. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete.

    8. *Checkboxes and Radios: A Multiple Choice Question/Answer field.

      Client Interactive Field up to 50 characters for a questions/description and allow for either single ( radio button) or multiple check-offs depending on your needs. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete.

      Checkboxes (multiple items can be selected):

      Radio (only 1 can be selected):

    9. Range: A Multiple Choice Question/Answer field.

      Client Interactive Field: allows up to 50 characters for a questions/description and the client answers by manipulating the slider between two set numbers. You may set the numeral range. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete.

    10. Date Field:

      Client Interactive Field: allows for entry of a date with the use of a calendar selector: Label of up to 50 characters. You may also limit the width of the element display on the page. Can be a 'required field' that clients must complete. Answered:

    11. Auto-Text Fields:

      Auto-text fields will auto-fill the described information into the completed form when viewed from the client portal. These field types include options to display information from either the client's profile section or from your practice's information, depending on the field selected. Auto-text fields simplify form building time as well as reduce the number of fields client are required to self-complete allowing them a stream-lined experience.

      Available Auto-Text Fields: Practice name, Practice Contact Info, Practice Logo (both banner and icon options), Practice Address, Therapist Name, NPI, Client Name (legal or preferred), Date of Birth, Contact Info (address, email & phone), and Client Insurance Information.

      Choosing these field types will 'auto complete' with the required data, saving the client time in completing the form.

      ⚠️ Note: These auto text fields will only show up after a client has submitted the form and it is marked as completed. It will not show a preview of this either from the form preview or while editing the form.

Managing Fields 

Once a field has been selected (by clicking in the field on the left side of the page) to the right we bring up a tool section enabling customization of the element's properties, such as:

  • Width (based on a 1-12 column "grid")
  • Field name or Label
  • For text fields (like Title and Paragraph): the size and boldness of the font
  • Other additional options such as dropdown or checkbox options
  • Required - requires the client to supply an answer before submitting the form. 
  • Copy - Copy this element to the bottom of the form (saves time when building forms with repeating element)
  • Delete - Delete this element from the form (this cannot be recovered once deleted)

Are you including a Required* Field? Some important considerations:

  • If you include required fields (important to ensure you collect certain information), clients may run into issues submitting your form if they overlook or do not fill in a field you mark as required.
  • It may seem to them that they can't submit the form, but in reality they are missing a required field entry somewhere on their completed form.
  • They will see a message at the bottom center of their screen similar to the one below, with a button which takes them to the first missed required field.
  • They can also scroll up themselves and check for the newly red 'This is required' text below each option.

The illustration below shows have to manage the elements that are on your page. Click on an element on the left to display the properties to the right:

Example below:

Clicking on the Drop down - What is your favorite meal? element on the left (with a blue dash pixel border) will display the options for that element on the right.

Moving an Element

To move an element, 

  • Click on the element - it will be outlined  by a blue-dashed rectangle around the element:
  • Move your mouse just inside the blue dotted line
  • Click and hold with your mouse
  • Then drag up/down and drop where you want to move the element to in the form:

Video below:

⚠️ Tip: If you want to move an element to the very top but having trouble? We suggest "ladder it up" -- pull it to the top of the screen you see currently and let go, then scroll up to where your element you wish to move is at the bottom of the screen, then pull it up to the top of the screen (and release) again and repeat until you reach the top.

Save and/or Publish

Opting to makes the template available within your template library as a draft first. However, it is NOT available to be assigned to a client until it is published. 
Publishing the form means this form is ready for 'prime-time' and allows the new form to be assignable to clients. Click to make this form live. Keep in mind that already assigned forms of the previous version will not be edited. If a client needs to complete a new version of the form, publish it then assign it to the client.

Assigning an Online Form

To manually assign a client an online form, follow the steps below:

  • Clients (left menu)
  • Click on their name
  • Click the top tab Docs & Forms
  • Find the top section Online Forms
  • Click 
Then, check off the forms to assign and click 

Client Steps

Once assigned a form, clients can then complete it. Here are the steps:

Email Notification

When online forms are assigned to a client, they will get an email notifying them a form is waiting.

Clients would click the button and click on the assigned form. The alternative is the above steps.

Example Email:

Un-Assigning or Deleting Online Forms

You can delete any form that has not been completed or submitted  by the client.
To do so, go to:
  • Clients (left menu)
  • Click on their name
  • Click the top tab Docs & Forms
  • To the right of the form, click - which will remove the form like below:
⚠️ Note: Online Forms that have already been completed cannot be removed from the system for auditing and record-keeping purposes.