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Content

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Overview

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Who can receive Patient Forms?

Patients can receive Patient Forms if:
  1. They have a valid email address on file.
  2. They book an appointment through the Booking Site and select an Appointment Type that has forms attached.

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How do I send forms to patients?

There are two ways to send forms to patients:
  1. 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.
  2. 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.

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Setup

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Creating & managing Patient Forms

Click here for step-by-step instructions about creating and managing Patient Forms.

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Linking Patient Forms to specific Appointment Types to be sent with appointments

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.

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Unlinking forms from Appointment Types

Once a form is unlinked, it will no longer be sent to patients for any future forms requests for that type of appointment.

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Workflow Instructions

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Send Patient Forms via appointments

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Automate sending Patient Forms via appointments

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.
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.

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Manually sending Patient Forms via appointments

If for any reason you need to resend forms to a scheduled patient, click into the white space of the appointment to open the appointment popover and then click Resend in the Forms section.

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Managing the status of automated forms

You will see a forms status indicator on appointments that have forms. Click into the appointment details to view specifically which forms are complete versus outstanding.
  • 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:

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Sending Patient Forms from the patient’s chart

If you want to send Patient Forms independent of a patient appointment, you can use the Forms feature at the top of the patient’s chart. To send Patient Forms from the patient’s chart: When you send Patient Forms from the patient’s chart, a Patient Forms request item is added to the patient’s chart and remains visible until either all sent Patient Forms are completed by the patient or the request is removed. Once the patient submits the forms, the request item is automatically removed and each completed form appears as a report under Outstanding Items for review and sign-off.
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.
You can also take the following actions on the request:
  • 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.

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Following up on notifications about incomplete Patient Forms

Once Patient Forms are sent from the Patient Chart and the due date is reached
  • 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.

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Frequently Asked Questions

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Sending Patient Forms

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Does the patient need to have a Patient Passport account in order to receive and fill out forms?

The patient doesn’t need to have a Patient Passport to receive forms. They only need to have their email address saved in Elation.

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Will the patient be invited to Patient Passport when we send them their forms?

The patient will not be invited to Patient Passport when Elation sends them the forms.

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Do I need to enable the booking site to send forms?

The Booking Site does not need to be enabled.

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Can you send forms without scheduling a visit for the patient?

Currently, an appointment must be created to send forms to a patient.

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Can I change the timing of when forms are automatically sent to the patient?

Yes, under Calendar and Booking > Appointment Types, click Edit for the Appointment Type you’d like to customize. In the dialog, click Patient forms in the left-hand navigation to configure forms to be sent to the patient upon creating their appointment, or X number of days prior to the appointment.

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Can the same form be sent to the patient more than once?

Yes, patients can receive the same form multiple times via different appointments. Patients will be able to fill out patient forms each time they receive them.

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If two patients have the same email, will they both be able to receive patient forms?

Yes, if multiple patient charts share the same email, each chart will receive a copy of any patient forms attached to corresponding appointments they are scheduled for.

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If we schedule patients through our Practice Management System (PMS), can we still send forms to patients?

As long as the appointment created in your PMS synchronizes to the Elation calendar, the patient will receive the forms that are linked to the appointment type. Please check that any Elation appointment types with forms are mapped to the appointment types in your PMS. Not at this time — forms are only delivered via email.

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Can you send a form to a patient if the form hasn’t been added to the appointment type of their scheduled appointment?

Right now, only the forms that are associated with the appointment type can be delivered to the patient. Yes, if an appointment is canceled/deleted from Elation, the patient will no longer be able to fill out forms for that encounter.

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Does the Patient Forms request appear in the Chronological Record when forms are sent automatically via Appointment Type?

No. Forms that are sent automatically based on Appointment Type do not create a Patient Forms request item in the Chronological Record, Requiring Action, or Outstanding Items queue. Track the status of these forms directly from the appointment. A Patient Forms request item is only created when forms are sent manually from the patient’s chart, and that item is removed once the patient submits the forms.

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Where do completed forms appear regardless of how they were sent?

Once a patient submits a form, it appears as a report under Outstanding Items in the patient’s chart for review, export, and sign-off. After sign-off, the completed form is filed into the patient’s Chronological Record.

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Is there a practice-wide notification or queue when a patient completes a form?

No, there is currently no email or in-app notification triggered when a patient completes a form, and completed forms do not appear in any Practice Home queue. Check the individual patient’s chart under Outstanding Items (see above) to see whether a form has been completed.

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Can I send a Patient Form that requires a signature to all patients at once?

No. Each Patient Signature question generates a unique, patient-specific link, so forms that require a signature must be sent individually or automated through an Appointment Type — they cannot be shared as a single bulk link or message. To reach your full patient panel with an informational update instead (for example, notifying patients that a form has changed), send a Bulk Letter and have patients complete the signature form individually at their next appointment.

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Patient Forms and the Booking Site

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Can we list just the URL for the Telehealth appointment scheduling on our websites?

Yes, you can use the direct URL for the telemedicine appointment type and your patients will be directed right to this appointment type.

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Does the patient information have to match when booking the appointment?

The information goes through a matching algorithm to identify whether or not the patient exists in our system or is a new patient. If the information entered passes our checks as existing patient, we’ll add the appointment to that chart. If the patient information does not pass our check, but looks like it could be a duplicate, we’ll create a new chart and notify you that it could be a duplicate. If the patient information entered does not match, we’ll create a new chart.

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Can you tell if an appointment was self-scheduled or scheduled by the practice?

The appointments will appear identical on your Elation Calendar, but you can turn on a setting that will send you an email each time an appointment is booked through the Booking Site. Please find this under Settings > Calendar & Booking > Booking Site, and scroll down to Preferences.