Forms overview

Optional module

Available only when Forms is turned on in Plugins.

Forms lets your clinic build its own forms, such as a consent to treatment, an intake questionnaire, vital signs or an assessment, and fill them in against a record. A filled form is part of the medical record: it’s never deleted, can be corrected (amended) with a reason, or withdrawn (voided) with a reason.

The building blocks

Thing	What it is
Form template	The blank form: its questions (fields), category, and amendment rule. Built under Catalogs › Form Templates.
Category	Groups templates so staff find the right one quickly, for example Consent, Intake, Assessment.
Filled form (submission)	One completed copy of a template, filed against one record.

What a form can be filed against

Record	Where you add it
A patient	The patient’s Forms tab (“Filled forms”).
An appointment	The appointment’s Forms section, or Actions › Add form.
A treatment or treatment plan	Their Forms section or Add form. Needs the Treatments module.

A form filed on an appointment or treatment belongs to that record. It shows there, not on the patient’s own Forms tab.

Which record to choose

File a consent for a procedure on the treatment (or plan) it’s for, a visit assessment or vital signs on the appointment, and an intake questionnaire or general consent on the patient.

Statuses

Status	Meaning
Submitted	Filled in and saved. There’s no draft: a form is saved the moment it’s submitted.
Amended	Corrected at least once. The original answers are kept, and each correction records who, when and why.
Void	Withdrawn, for example filed against the wrong patient. It stays on the record, marked void, with the reason.

Permissions

Permission	Allows	Starts on these roles
Read forms	See filled forms.	Doctor, Nurse, Manager
Create forms + Submit forms	Fill in and submit a form. Both are needed.	Doctor, Nurse, Manager
Amend forms	Correct a filled form within its amendment window.	Doctor, Manager
Void forms	Void a filled form. Combined with Amend forms, also amend after the window has closed, or on templates that don’t allow amendments.	Manager
Manage form templates	Build and edit templates and categories.	Manager

Anyone with Amend forms can amend any filled form, not only their own.

In this section

• Building form templates: fields, categories, amendment rules, translations, preview, retiring and deleting.
• Filling in and correcting forms: adding a form to a record, amending, voiding, printing.

Filled forms keep the patient on record: “This patient still has 3 form submissions. Submitted forms are kept for the medical record and can’t be deleted with the patient.”

Dashboard and reports

• Widget: Form Submissions by Template: “Which form templates get completed most, for a period you choose.”
• Data source: Form submissions: “Every completed form, with its template, patient, author and amendments.”