Creating Your First Form

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[Accordion] Overview

The Form Builder allows you to design and manage custom digital forms used throughout your EHR system, from patient intake and staff evaluations to administrative and reference lists. Each form captures structured data, streamlines workflows, and helps ensure consistency across your organization.

This guide walks you through the steps to create your first form, while explaining key concepts and form types along the way.

[Q] Step 1: Decide What Type of Form You Need

[A] Before creating a form, determine who or what the form will be associated with. Form Builder supports different categories:

1. Patient Form: This type is for forms that are directly linked to patient records. When opening a Patient Custom Form from the Paperwork section, you will be prompted to select a patient before the form appears. After selecting a patient, you can either update an existing record or create a new entry.
   Examples: Consent Forms, Treatment Plan Forms, and other patient-specific documents.

2. Progress Note Form: This is a special type of Patient Form that specifically collects progress note information. They are accessed directly from an Appointment, making it easy to record observations, updates, clinical notes, and billable details during or after a visit. Using these forms allows you to track a patient’s progress over time, support accurate billing, and ensure that important clinical and financial information is documented clearly and consistently.
   Examples: SOAP Note, SNAP Note, DAP Note.

3. Simple Form: This type is used to manage lists of items or values that can be referenced across other custom forms. Serving as a centralized data source, it allows you to populate fields such as dropdowns or list boxes consistently in multiple forms, ensuring accuracy and standardization throughout your documentation.
   Examples: If your clinic needs a “Relationship” dropdown in several forms, you can manage the list in just one Simple Custom Form. Any changes you make here will automatically update all forms that use it, saving time and keeping your data consistent.

4. Staff Form: This type is for forms that are directly linked to staff records. When opening a Staff Custom Form from the Staff section, you will be prompted to select a staff member before the form appears. After selecting a staff, you can either update an existing record or create a new entry.
   Examples: Staff Onboarding, Performance Review.

5. Stand-Alone Form: This type of form is not linked to any specific patient or staff record. It is used for general data collection or documentation. When opened, you can access the form directly without selecting a patient or staff member, allowing you to create new entries or review existing records.
   Examples: Incident Reports, Equipment Requests, Feedback Forms, etc.

[Note] Choosing the right category helps ensure your form appears in the correct area of the application and connects properly with workflows and reports.

[Q]Step 2: Open the Form Builder

[A] 

• Go to Utilities > Form Builder 
• Choose a form type
• Choose Create New Form
• Enter the Form Details, such as:
  • Form Name
  • Form Description
  • General AI Prompts (these are instructions for Clinical Scribe to follow for the overall form)

[Q]Step 3: Design the Form Layout

[A] Use the drag-and-drop editor to add and organize fields. You can include:

• Text Boxes for open text input
• Dropdowns/List Boxes for standardized selections (can be linked to a Simple Custom Form, existing lists of system values, or data entered into prior Patient Custom Forms)
• Date Pickers for capturing dates
• Checkboxes for Yes/No or single-choice responses
• Section Headers to group related fields

Each field can be customized with labels, help text, and validation rules.

[Q]Step 4: Configure Field Properties

[A] Click any field to open its Field Settings panel, where you can:

• Define the data type and input format
• Set required/optional status
• Assign default values
• Link dropdowns or list boxes to an existing Simple Custom Form to pull values dynamically

[Q]Step 5: Save and Distribute the Form

[A] When your design is complete, Click/Tap Save to store your progress.

• Ensure the form has been enabled in Form Details > Configure basic Form Settings > Is form Design Enabled
• Click Distribute Form to make it available to your staff

Depending on the form category, it will appear in:

• Paperwork (for Patient Custom Forms)
• Staff Forms (for Staff Custom Forms)
• Utilities > Maintenance (for Simple or Standalone Forms)
• Patient Contacts > Appointments (for Custom Progress Note Forms)

[Q]Step 6: Review, Test, and Refine the Live Form

[A] Open the form in its respective section and test it. Verify:

• Field visibility and layout
• Validation behavior
• Data saving and retrieval
• Dropdowns or list sources
• Printed output

[Q]Step 7: Make Edits in Form Builder to Fine-Tune the Experience.

[A] Open the form in Form Builder to make edits.

• Save the form
• Click Process Form Updates to view the form edits immediately

[Accordion] Tips & Best Practices

• Use consistent naming conventions for fields and forms.
• Store reusable dropdown lists in Simple Custom Forms to avoid duplication.
• Keep layouts clean and organized for a better user experience.
• Regularly review and update forms to align with changing workflows or regulations.

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