Designing Custom Patient Forms

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[Accordion] Overview

Custom Patient Forms allow you to create forms that are seamlessly linked to patient records. They support the capture of structured, meaningful clinical information directly within the patient’s profile. When a Patient Form is opened, the system first prompts you to select a patient, ensuring every entry is accurately saved to the correct record.

Examples: Consent Form, Treatment Plan, Admission Summary.

[Permissions] The staff member must have Full access to Form Builder [Staff > Staff Info > System Permissions > Form Builder] in order to design Patient Forms

Who uses Custom Patient Forms:

• Clinicians and therapists use Patient Forms to document assessments, treatment plans, progress, and outcomes
• Clinical staff capture intake details, consent forms, and other required clinical information
• Administrative or support staff (with appropriate permissions) maintain and manage required patient records

Purpose of using Custom Patient Forms:

• Record patient data through intake questionnaires, consent forms, and admission summaries
• Document treatment plans, clinical notes, and rating or skill-based assessments
• Maintain longitudinal patient records that can be easily reviewed, updated, printed, or exported as needed

[Accordion] Getting Started

We’ll use an Intake Questionnaire to demonstrate how to build a Patient Form. This form is designed to collect structured, patient-specific information that’s commonly needed during intake and throughout ongoing care, helping clinicians capture accurate and consistent data efficiently.

To build this form, you’ll use a mix of commonly used form controls, including:

• Textboxes for basic identifying information
• Memo fields for longer, narrative responses
• Dropdowns for standardized selections
• Tracking controls, such as Counters and Timers, where applicable

Key control properties, such as Field Labels, Label Font Styling, Required for Save, and Margins, can be configured and adjusted as needed to support documentation standards and compliance requirements.

By using Patient Forms, you can streamline documentation processes, improve data quality, and ensure that all patient-related records are securely stored and easily accessible within the patient’s profile.

Patient Form Category:  To create a Patient Form, navigate to Form Builder and select the Patient Form category. This category lets you design forms that are directly linked to patient records, ensuring all information is stored in the correct patient profile.

• [[img:edit]] Click/Tap on the Edit icon to create a Custom Patient Form

Choosing a form design: 

• [[img:playlist_add>> lbl:Create New Form]] Click/Tap to design and create a new Custom Patient Form
• Actions:
  • Edit Design: Click/Tap the edit icon to modify an existing Custom Patient Form
  • [[img:more_vert]] Three-Dot Menu: Click/Tap for additional options related to a specific form

• Clone Form: Click/Tap to create a duplicate of the selected form
• Delete Form: Click/Tap to permanently remove the selected form
• Distribute Form: Make the form available to users in their Paperwork menu
• Drop/Recreate: Click/Tap to rebuild the underlying table structure and remove all existing form data. This action is irreversible and will result in permanent data loss.
• Generate AI Prompts: Click/Tap to automatically generate default AI prompts based on field labels for all AI-capable fields
• Quick Filter Tags:
  • Enable: Select to view active Patient Forms
  • Disable: Select to view disabled Patient Forms

Designing a new Custom Patient Form

To create a Patient Questionnaire, we can include the following fields:

• Textbox: Used to enter short text, such as the guardian’s name. The Field Label and Label Font can be customized from the Properties panel on the right-hand side. This field has also been marked as Required for Save (indicated by an "*") to ensure the individual completing the form knows this field needs to be completed to support accurate attribution, accountability, and clarity within the patient record.
• Memo (without formatting): Used to capture information like the reason for the patient’s visit, where no special formatting is required
• Memo (with formatting): Used to paste content from documents such as Word files while preserving formatting like bold text, underlining, and similar styles
• Counter: Used to track the number of occurrences of an action, for example, tracking the number of ticks or outbursts (commonly used in ABA settings)
• Timer Control: Used to measure the duration of an event or the length of time a behavior occurred
• Dropdown: Used to select values one at a time, for example, substances used by the patient. Dropdown options can be added from the List Values tab > Add from existing list values (such as alcohol, other drugs, or controlled substances), or you can manually add a new value by typing it and selecting Add to List.

[Note] When creating a Patient Form, you are not limited to these fields, and can add other fields based on your specific requirements. 

Follow the steps below to create your Patient Form:

1. Go to Utilities > Form Builder
2. Choose a Form Category
3. Click [[img:playlist_add>> lbl:Create New Form]]
4. Enter the Form Details, Such As:
   • Form Name
   • Form Description
   • General AI Prompts (add general instructions for AI to follow)
5. Add Fields, Such As:
   • Patient details (auto-filled from patient profile)
   • Diagnosis dropdown
   • Treatment planning information
   • Text area for clinical notes
6. Save and Distribute the Form

Once distributed, it becomes available in the Paperwork navigation menu.

Working with Custom Patient Forms

When you open the form, you must first select a patient. From there, you can:

• Create a new entry for the current visit
• Review or edit existing records for that patient
• Print or export the record if needed

[Accordion] Best Practices 

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