Online Forms: Editing

This article discusses how to both access and edit your online forms.

Become an expert in creating and editing online forms in our system that your clients can complete and submit securely.

Highlighted Features:

local_atm Included free for all our plans
task Unlimited Online Forms
task Unlimited auto-assigned & manually assigned forms
task Unlimited e-signatures and form elements
task Start with one of our many templates, saving you time
task Easy drag and drop functionality and intuitive feel
task Require clients to complete forms before completing registration (or set to optional)

In this Article:

movie Video (Total Overview):

Access Online Forms

You can access online forms in one of two ways depending on your access:

As an Owner or Manager:

As a Provider:

Clicking a form or creating a new form will load the form editor.

Menu Options:


Options (left to right), click to bring you to that section:

→ Save time, don't reinvent the wheel! Load a template from TherapyAppointment's library, an already existing online form you created, or a shared form another staff member created.

To load a template, from the online form editor:
  • Click (top menu)
  • Or (center)
  • Once loaded, you'll then see this template selection popup:


Highlights:

search
Search
  • Search based on keyword (top left)
  • Eliminate the clutter: filter where you're looking for templates (top right)
visibility
Client view

When you click you get to see an exact client preview of the form. Feel free to enter data and try it out!

When ready click

description
Templates galore

You can use a list of your own and your groups templates already created, as well as templates created by TherapyAppointment!



If you have similar forms (like an adult & child version):

  • Create the first one and use it as a template for the other one.
    • Have a provider specific form you want others to be able to use as a template?
    • If needed as a template for another provider at your practice, the form must first be shared with the practice, which you can then uncheck & disable after they use it & configure as needed
  • Then just pick it as a template, edit as needed, and publish!
  • If you have other providers at your group and your online form is unique ✨ to you, be sure share with practice is unchecked

movie Video:


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

Other Editor Options:

Enhance...

Top right form options


In order from left to right:

save
Save Draft

This appears for newly created online forms. Save the draft you're working on without publishing it.

check_circle When your form is 'ready for prime time' click the publish button.
vertical_align_top
Publish

This makes your changes live for this form going forward. Here we don't save a draft once created, so make all your edits and click publish when ready.

inventory_2
Archive

Use archive to hide visibility_off the form from both:

  • The visible list of assignable forms to clients
  • The visible list of practice forms (can toggle)
delete
Delete

This permanently deletes this online form from the system.

Strong note: This can only be done if this form has never ever been assigned to a client.
This action cannot be undone even by our engineering team, so please be certain!
print
Print

Use this to load a printable version of this form. Keep in mind that certain elements, especially drop downs will not display properly due to the way they are displayed.

You can use this as either a preview, or pragmatically as a paper submission option for someone having difficulties with acessing the patient portal.

draft
Preview

We load a client side view example visibility of exactly what the online form will look like and "feel" to your clients.


We encourage you to play around draw in the preview view and enter values and pic options in your creation to ensure it looks & works the way you want it to!

cancel Is to exit this form and return to your form view.

Have any changes you want published?

We'll inform you! Don't lose any saved changes when exiting forms! Click - Otherwise, to disregard and lose any changes click Do Not Publish

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.

Add Element (left menu) extension

To the left, you'll see all the element types you can insert in an online form:


movie Video:


  • 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 top left pencil edit icon to change form options (right menu)
  • Click on an element (center) to edit options (right menu) more on that here


apps
Move an element

Click and hold your mouse here (or anwhere) on the element, then drag to move it up/down.

content_copy
Copy element

Copy this element and add it immediately after it in the form

delete
Permanently delete an element

Permanently delete this element from your form. These cannot be recovered even by our support or engineering team!


movie Video:


Video Summary:

  • Single click on an element (left menu) to add it to the bottom of the form
  • Click and drag an element (left menu) to insert it anywhere in the form
  • Click on an element (center) to adjust the settings for this specific element (right menu)
  • content_copy → Copy this element and add it immediately after it in the form
  • delete → Permanently delete this element

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:


edit
Edit Element Properties

Clicking on an element within your online form in the center will allow you to edit the properties of that element on the right shown above

That this is not just limited to the label. This can include question options for dropdown or checkbox/radio elements for example alongside the other options listed here like width and required fields.

arrow_range
Width

We use a 12 colum grid across for spacing, which is a standardized format with web developers. Think of it as a spreadsheet, with 12 columns across.

Example

Setting a single line element width to 6, and a dropdown width to 6 will allow them to be on the same line.

check_box
Required

This requires the client to enter a response to submit this question before submitting the form, it cannot be blank.


Clients having issues submitting forms? Click here to review our resource on that.

movie Example Video:



Include required elements?

Please read below for improtant information if your clients report issues submitting forms:

If you've set a field to required but clients don't enter any information. We want them to answer it for you since you set it to required!

To solve, clients will see a similar view:

Example client view:


  • A button on the bottom pop up, clicking will take them to a required missing element
  • There may be more, the client can slowly scroll down using the below tip and screenshot for an example of required fields
  • Or instead of the button, clients can scroll up and review the red fields that are marked this is required below the element (in red)

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

Sections

Form Section:

  • Think of this like a "container" within an online form that you can insert multiple elements into
  • Simply drag the form elements into it (new element from the left or an existing one in the form)
  • Group similar questions into various section "categories"
  • We've seen some practices create multiple sections and set to not open by default for organization
  • Options: Collapsible (yes/no) and open by default (yes/no)

Therapist Section:

edit
Therapist Section

This section can only be completed by the client's therapist the form was assigned under. This occurs after the client completes the online form.

This is visible on your Home page under the left column section Incomplete Charts

visibility
Client view

While clients complete the online form, this section will appear greyed out to the client.

check_box
Important notes
  • Therapists complete the section after the client submits the form under the Home page
  • Any responses will be visible to the client if they review the form on the portal after completed


Client Preview:


Supervisor Section:


edit
Supervisor Section

This section can only be completed by the client's therapist supervisor the form was assigned under. This occurs after the client completes the online form.

This is visible on your Home page under the left column section Incomplete Charts

visibility
Client view

While clients complete the online form, this section will appear greyed out to the client.

check_box
Important notes

  • Supervisors complete the section after the client submits the form under the Home page
  • Any responses will be visible to the client if they review the form on the portal after completed


Article: Supervision


If the provider does not have a supervisor, any fields in this section will be left blank.

Client Preview:

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
  • Supports manual line breaks and natural word wrap
  • 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
  • Shown below at the bottom right of each e-signature element:
    • allows either clients with difficulties or prefer to just type their name instead
    • Allows you to start over if you make a mistake drawing, no problem!

Question:

Answered:


Multiple Choice

Drop-Down:

  • Question up to 50 characters
  • Dropdown styles include:
    • The standard "pick one answer" dropdown
    • Dropdown with free typing, meaning they can manually type answer(s)
    • And a drop down with auto complete, recommended if you have quite a few answers
  • Allow multiple selections means they can check one, multiple, or all answers you've provided


Question:

Answered:

Checkboxes and Radios:

  • Question up to 50 characters
  • Options:
    • Required or optional
    • Width
    • Multiple selections (explained below)

Allow multiple selections ➝ yes, or no

check_circle
Yes

We refer to that as a checkbox where clients can select none, 1, some, or all answers.

The entry options are squares with check marks:
priority like this
check_box_outline_blank an unchecked one
priority and another checked one

cancel
No

We refer to that as a radio button where you can only make 1 selection. The entry options are rounded, similar to 'old school' radio buttons.

The entry options are circles that fill when selected:
radio_button_checked here's the only selected answer
radio_button_unchecked these are not selected
radio_button_unchecked but if you click on another one, it will change


Example:


help Fun fact: Radio buttons were named after the physical buttons used on older radios to select preset stations. When one of the buttons was pressed, other buttons would pop out, leaving the pressed button the only button in the "pushed in" position.

Range:

  • Question up to 50 characters
  • Allows clients to pick from a numerical range
  • Can configure minimum/maximum values

Dates & Times

Date Field:

  • Question input up to 50 characters
  • Can be set to default to todays date as well
  • Clicking this allows the client to type a date
To open the calendar pop-up, click the far right calendar calendar_today icon.

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)

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