Online Forms: Editing and Assigning

TherapyAppointment users now have access to create client facing online forms. Create your own forms with content, different question types as well as electronic signatures (e-sign).

This gives you the ability to have a truly paperless edit_document client intake process!

Don't pay for an additional HIPAA compliant digital form and signature platform! Use our built in online form editor for:

task Unlimited Online Forms
task Unlimited auto-assigned forms
task Unlimited manual assignment of forms
task Ask or require clients to complete forms before completing registration

In this Article:

Creating Your Own Client-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
  • Here we list all of your specific forms as a provider
verified_user For Owners/Managers, go to:
  • Practice Settings
  • Click Online Forms (top tab)
  • Here we list all practice forms

  • Here you can start from scratch, or from a full library of our templates
  • You can also copy one of your existing forms (helpful to cut down on work if you have say an adult and child form with minor changes)

Once created and on the form editor page, you can:

  • Change form-specific options to the right
  • Edit and rename the form Displayed Name (what clients see) and Internal Name

You have options! 🎉

You have 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 assigned to new clients going forward
  • The form will not be assigned to client who have previously created

Clinical Form:

  • Means this form is for clinical eyes only
  • Only staff members with the roles of owner, records custodian, or the therapist it was assigned under may view the content on these documents when completed by the client
  • Other staff will be able to see that the form exists, but won't be able to click and view it

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 assigned 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 Edit: Click to load this form to edit (or click the form name)
inventory_2 Archive: This hides the form from both:

  • The list of practice forms
  • The list of manually assignable forms to clients

delete Delete forever

  • Forms deleted cannot be recovered

Clicking on a form loads the form editor:

From left to right, the options:

toggle_off Preview: View the form from the perspective of the client. Visually review and "play around" to ensure the form works the way you expect it to:

→ Hides this form from the list of online forms & visible list of assignable forms

→ Save time, don't reinvent the wheel! Load templates from TherapyAppointment's library, or you or your practice's already existing form library. Example: you have an adult and child intake form with minor differences. Create the first one, then use it as a template for the second

  • Search based on keyword (top left)
  • Eliminate the clutter: filter where you're looking for templates (top right)
  • A list of your and your groups templates, as well as templates created by TherapyAppointment:

  • Click to take a look at the form before using
  • Click to open that template in the form editor

    • Additional Menu Options:

    → Close the form. Don't forget to save if you've made changes or they will be lost!

    → Delete this form. Can only be done if it's never been assigned. This cannot be undone.

    → This saves a draft of the form, but does not change the live version.

    → This makes your changes live for this form going forward, it will not apply to already assigned and not completed forms. Want them to have the latest version? Delete and reassign the form.

    Online Form Elements

    When in the form editor, the form is built with what we call elements (left menu)

    Think of elements like the building blocks, or lego pieces of a form extension

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

    extension Add Element (left menu)

    To the left you'll see all element types you can insert into your online form:

    • Single click on an element to add it to the bottom of the form
    • Click and drag an element from the left to insert it anywhere in the form
    • Click the gear cog settings (top center) to change form options (right menu)
    • Click on an element (center) to edit options (right menu)
    • Hover over an element (center) to present more options shown below:

    apps → Click and drag to move an element up or down in the form
    settings → Adjust the settings for this element (right menu). Click this or on the element itself
    content_copy → Copy this element and add it immediately after it in the form
    delete → Permanently delete this element. Elements deleted cannot be undone

    movie Video:

    extension Element Types

    Jump to a section:

    Instructional Text

    Title / Heading:

    • Up to 50 characters
    • Can set the size (small, medium, large), bold (yes, no), and alignment (left, center, right)
    • This field supports copying/pasting text and symbols, including emojis! 🎉

    Paragraphs / Free Text:

    • Use for text longer than 50 characters, like a paragraph of instructional text or information
    • Can set the size (small, medium, large), bold (yes, no), and alignment (left, center, right)
    • This field supports copying/pasting text and symbols, including emojis! 🎉

    Free Text (Questions & Answers)

    Single Line Text Field:

    • Question up to 50 characters
    • Typically used to ask questions with brief or short answers
    • Can set the max answer length (in characters)
    Question:
    Answered:

    Multi Line Text Field:

    • Question up to 50 characters
    • Typically used to ask questions with longer or more detailed answers
    Question:
    Answered:

    Email Address:

    • A field designed to collect a valid email address
    • We automatically perform basic input validation
    Question:
    Answered:

    E-Signature

    • Allows a client to electronically sign with either their mouse or on a touchscreen device
    • Clients with difficulties can also switch to manually type their name
    Question:
    Answered:

    Multiple Choice

    Drop-Down:

    • Question up to 50 characters
    • Dropdown styles include a simple dropdown, dropdown with free typing, and dropdown with auto complete
    • You can also allow multiple selections (default is set to no)
    Question:
    Answered:

    Checkboxes and Radios:

    • Question up to 50 characters
    • This is a multi choice option that allows you to configure if multiple selections are allowed
      • Checkboxes mean clients can select multiple options
      • Radios means clients can only make one selection

    Range:

    • Question up to 50 characters
    • Allows clients to pick from a numerical range (minimum/maximum configurable)

    Dates & Times

    Date Field:

    • Question up to 50 characters
    • Clicking this allows the client to use a date picker
    Popup:
    Answered:

    Auto Text

    • Auto-text fields will automatically fill in the described information into the completed form
    • Reduces the amount of information a client needs to enter
    • This saves time, reduces frustration and potential errors

    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.


    Available Auto-Text Fields:

    • Practice name
    • Practice Contact Info (address and phone number)
    • Practice Logo (both banner and icon options)
    • Therapist Name
    • Therapist NPI
    • Client Name (legal or preferred)
    • Client Date of Birth
    • Client Contact Info (address, email & phone)
    • Client Insurance Information (company name & subscriber ID)

    Managing Fields/Elements

    Click an element in the center portion of your form to edit the properties on the right:

    They will include options depending on the element type like:

    • Question and answer values
    • Field name or Label
    • Width (based on a 1-12 column "grid")
    • For text fields (like Title and Paragraph): the size and boldness of the font
    • Required - requires the client to supply an answer before submitting the form

    Note: If you include required elements, and clients report not being able to submit a form, it means they are not completing one or more of the required fields you've asked them to complete.

    Clients should see something similar to this outlining the element in red where it's required, and a show me button to take them to the required element:

    Assigning an Online Form

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

    • Clients (left menu)
    • Click on their name
    • Click  Docs & Forms (top tab)
    • Find the top section Online Forms
    • Click 

    Then, check off the forms to assign and click 

    movie Video:


    Client Steps

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

    • We save an online form draft for clients every minute

    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 Docs & Forms (top tab)
    • To the right of the form name, click
    ⚠️ Note: Online Forms that have already been completed cannot be removed from the system for auditing and record-keeping purposes.

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