Content
Overview
Patients can receive Patient Forms if:
- They have a valid email address on file.
- They book an appointment through the Booking Site and select an Appointment Type that has forms attached.
There are two ways to send forms to patients:
- Automate sending forms to patients when they schedule an appointment. This includes appointments you add to your Elation Calendar and appointments added via the Booking Site.
- Manually send forms to patients from their chart.
If multiple forms are sent at the same time, the patient will complete them one after the other in a single session.
Setup
Click here for step-by-step instructions about creating and managing Patient Forms.
To automate sending Patient Forms to patients when they schedule an appointment, attach the forms you want patients to receive to each applicable appointment type.
| 1 | Go to Settings -> Calendar and Booking -> Appointments . |
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| 2 | Find the Appointment Type you are linking forms to and click Edit . |
| 3 | Under the Linked Forms section, click the dropdown menu and select the form you want to link. You can link multiple forms. • Use the Grid icon to reorder the forms and control the order in which they appear to the patient. |
| 4 | Under Sending Forms, specify when you want the forms to be automatically delivered to your patient. immediately upon booking - forms will be delivered when an appointment is created. • days before appointment - forms will be delivered ahead of the appointment based on the number of days specified in the numbers box that appears. |
| 5 | Click Save . |
| 1 | Go to Settings -> Calendar and Booking -> Appointments . |
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| 2 | Find the Appointment Type you are unlinking forms from and click Edit . |
| 3 | Under the Linked Forms section, locate the form you want to unlink. |
| 4 | Click X to unlink the form. |
| 5 | Click Save . |
Workflow Instructions
If you attach Patient Forms to specific Appointment Types, Elation will automatically send the Patient Forms to the patient via email if they have an appointment for the corresponding Appointment Type. When the forms are sent will depend on which timing preference you selected when attaching Patient Forms to Appointment Types.
| 1 | Go to your Calendar & add an appointment to the calendar. Choose the Appointment Type that has Patient Forms attached. |
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| 2 | Once the appointment is saved, the Patient Forms will be delivered to the patient based on the timing preferences that you defined under the Appointment Type Settings page. |
Patient Forms sent automatically based on Appointment Type do not create a Patient Forms request item in the patient’s Chronological Record, Requiring Action, or Outstanding Items queue. Track the status of these forms from the appointment itself — see Managing the status of automated forms below. Once a patient submits a form, the completed form appears as a report under Outstanding Items in the patient’s chart, and is filed into the Chronological Record once it is signed off. See Reviewing and exporting responses to the chart.
- A clock icon indicates there are forms that are incomplete
- A green check mark icon indicates all forms are completed.
If any forms were submitted to your practice outside of Elation (e.g., faxed or via paper), you can manually mark the form as completed by following these steps:
| 1 | Click into the white space of the appointment to open the appointment popover. |
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| 2 | Click Edit . |
| 3 | Go to the Forms section. |
| 4 | Check off the form(s) that were completed. |
| 5 | Click Save . |
| 1 | Open the patient’s chart. |
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| 2 | Click the Forms button in the gray navigation bar. |
| 3 | Verify the email you are sending the forms to, if applicable. Click Update to update the patient’s email if needed as it is required to send forms. |
| 4 | Under Select Forms , click the +Add Forms to select which forms you want to send to the patient. |
| 5 | Under Notify Me if Incomplete, choose if and when you want to be alerted when a patient hasn’t completed the Patient Forms you sent by a certain date or within a set timeframe. Patients will still have access to their forms after the notification date. |
| 6 | Click the Send button to immediately send the selected Patient Forms to the patient. |
The Patient Forms request item described here is only created when forms are sent manually from the patient’s chart. Forms that are sent automatically via Appointment Type do not generate a request item in the chart — track those from the appointment itself.
- Copy URL - Copy the URL of the Patient Forms and share it with the patient via alternative means such as Patient Passport.
- Resend - Send the Patient Forms to the patient again. You will be able to select new notifications preferences when resending Patient Forms.
- Remove Request - Delete the Patient Forms request.
Deleting Patient Forms requests will make the request inactive for the patient. Delete Patient Forms requests with caution.
- The notification will appear in the Requiring Action section of the patient chart and Practice Home for the sender once it reaches the due date.
- The notification will appear in the Outstanding Items section of the patient chart for all other users (besides the sender).
From these reminders, users can take one of the following actions:
- Copy URL - Copy the URL of the Patient Forms and share it with the patient via alternative means such as Patient Passport.
- Resend - Send the Patient Forms to the patient again. You will be able to select new notifications preferences when resending Patient Forms.
- Remove Request - Delete the Patient Forms request.
Deleting Patient Forms requests will make the request inactive for the patient. Delete Patient Forms requests with caution.
Frequently Asked Questions
Click here to view frequently asked questions about Patient Forms.
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