Custom Online Forms

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

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Within the Article:

Creating an Online Form
Managing Online Forms
Online Form Elements
Assigning Online Forms
Un-Assign / Delete Online Forms
Electronic Signatures

Creating Your Own Unique Patient-Facing Online Form

1. For Providers, go to My Profile. Navigate to the 'Forms and Templates - Online Forms' section to edit and manage your forms.

2. 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 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! 🎉

You can also edit additional form specific options such as Auto-Assign, Clinical Form, or Shared with Practice for each form from the edit form screen, here's more information about each option:

  • Auto-Assign: the form will automatically assign to the documents section of the client portal when logging into the portal for the first time. The form WILL NOT be assigned to patients who have created a username and password for the portal. 
  • Clinical Form: defines the template as collecting data meant for clinical eyes. Only those with an owner, records custodian, and provider roles may view the answers to these types of forms. 
  • Shared with Practice: adds this form into the groups library of forms, meaning all other individual providers in the group will be able to pick this form when assigning to clients. If set to auto-assign as well, it will be automatically assigned to all provider's clients, so all group clients.

Managing Online Forms

To manage online forms, go to the form list ( Practice Settings > Online Forms) and hover over the form you wish to manage:

At the bottom far right of each form and it's basic details (published, shared), you will see 3 icons:

  • Edit: To jump into editing the form selected, click this (or anywhere in the "box" that appears around the form details as well)
  • Archive: This button hides the form from both this list, as well as the list of forms assignable to a providers clients via the client's Docs & Forms tab, explained further below.
  • Delete: This permanently deletes the form, and cannot be undone! (can only be done if the form has not been assigned to a client -- otherwise use the Archive feature)

You can also manage specific form options once you click on them like from the above list of online forms:

Online Form Elements

Add Form Element

Click the blue  button at the top right while editing a form to truly customize your new online form template.

Doing this opens the option to add new form elements to your form (shown on the left as a semi preview). 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. These fields make up the body of the custom template forms.

Here's an example video below showing how to click the 'add form element' menu, and creating an example element with a question and multiple answers:

Below is a complete descriptions of all elements you can currently take advantage of: 

  1. Click Add Form Element, 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. 
    2. Paragraphs/Free Text: Use for text fields with more than 60 characters, like for long text information on a form for a client to sign
    3. Single Line Text Field: Patient Interactive Field. Allows for up to 50 Characters as a Question or Descriptor, and provides clients with a line to enter their answer into. 
    4. Multi-Line Text Field: Patient Interactive Field: Allows for up to 50 Characters as a Question or Descriptor, and provides clients to enter 'long answers'. 
    5. Email Address Field: Patient Interactive Field which is pre-organized to accept an email address from a patient. 
    6. E-signature Field: Patient Interactive Field which is pre-set to allow a client to sign the document from a touch screen device, with their mouse, or if they prefer to manually type in their name. 
    7. Drop-Downs: Patient Interactive Field which allows you to use up to 50 characters to describe the field (IE: "how was your day?") and allow them to choose from a pre-formatted list of answers you can set that drop down. 
    8. Checkboxes and Radios: Patient Interactive Field which allows you to use up to 50 characters to describe the field and allow them to check one (radio) or multiple items (checkbox) on a list of answers. 
    9. Range: Patient Interactive Field which allows you to use up to 50 characters to describe the field and allow them to slide between two set numbers (IE: 0 - 10)
    10. Date Field: Patient Interactive Field which allows them to enter a date with the use of a calendar selector. 
    11. Auto Text Fields for Practice name and Address, Practice Banner and Logo, Therapist Name, Client Name and Date of Birth and address. Choosing these field types will 'auto complete' with the required data, saving the client time in completing the form.

Auto Text? How does that work?

With each auto-text value, such as Client Legal Name (First, Last), or Client Date of Birth, or Therapist Name -- that information will be filled in 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
  • For text fields (Like Title and Paragraph): the size and boldness of the font
  • Other additional options like dropdown or checkbox options
  • Or if a field is required

Include 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, since 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.

This is also where the element can be deleted from the form, or copied (which automatically places a copy of this element at the bottom of the form, say for repetitive questions to reduce typing). 

Example below:

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

Moving an Element

To move an element, 

  • Click on the element which should then pop up a blue rectangle outside the element.
  • Move your mouse inside the blue dotted line, then click and hold, then drag 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, 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 Save makes the template available within your template library as a draft first.
If you only save a form, it will save and show as a draft in the list of forms, but not assignable to clients yet because it is a draft.
Publishing the form means this form is ready for 'primetime' and makes that form and form version available and assignable to clients.

Assigning Online Forms

Select the client name and navigate to their profile ( Clients > click on  their name Docs & Forms top-tab > [+ Assign Online Forms] )
The Provider can assign created online forms once clicking  
Then, check off the forms to assign and click  

Un-Assigning or Deleting Online Forms

The Provider can delete any form that has not yet been started (clicked on/opened) or completed by the client.
To do so, go to Clients their name  Docs & Forms top-tab > and to the right of the form click [ Delete] - which will remove the form like below:

Online Forms that have already been completed or started cannot be removed from the system for auditing and record-keeping purposes.

Electronic Signatures

When someone “signs” a form (either drawn or typed), this is known as an Electronic Signature. Adding the e-Signature element when creating your custom online form allows the client to securely sign and verify their agreement (TherapyAppointment applies cryptographic integrity verification).

When a user views a completed a form with one or more signature pads, the client and the provider will see an electronic signature mark on display.