Please update the screenshots in this article so the buttons say Patient Portal, not Client Portal. You can send them back to me once done. Thank you!
-Jimmy
- Done
[Accordion] Overview
Form Builder allows you to create, customize, and manage patient-facing forms that patients can securely access and complete in the Patient Portal. You can:
Add and organize fields: Include text fields, checkboxes, dropdowns, dates, signatures, and other input types to capture the information you need.
Set required fields and validation rules: Ensure critical data is collected correctly and consistently by marking fields as required and applying formatting or validation rules.
Organize sections and pages: Break forms into logical sections or pages for clarity, making it easier for patients to complete them accurately.
Apply conditional logic: Show or hide fields based on patient responses to make forms dynamic and relevant.
Upload and attach documents: Allow patients to attach supporting documents, such as insurance cards or consent forms, directly through the portal.
Track completion and status: Monitor which patients have submitted forms and view incomplete forms for follow-up.
Reduce manual data entry: Data submitted by patients is automatically saved in their records, improving efficiency and minimizing errors.
Ensure security and compliance: All data is transmitted and stored securely, helping meet HIPAA and organizational privacy requirements.
Form Builder empowers you to streamline intake, consent, and other administrative processes by giving patients a convenient, secure way to provide information before appointments, saving time for staff and patients.
[Accordion] Features
Form Builder is an all-in-one tool to create, customize, and manage secure Patient Portal forms, streamlining intake and reducing manual data entry.
Some features that make Form Builder especially handy:
[Q] Read-only fields
[A] Forms such as Treatment Plans are completed by the clinician and then routed to the patient or authorized representative for review and approval through the Patient Portal.
To maintain the accuracy and integrity of the clinical information, patients must be restricted from modifying clinician-entered data and provided access only to the required signature fields for acknowledgment and approval. Form Builder supports this requirement by allowing fields to be visible but not editable when forms are accessed through the Patient Portal, ensuring compliance, data integrity, and an efficient approval process.
[Q] Registration Forms
[A] You have the flexibility to decide which forms are included as part of the initial patient registration process, as well as whether each form is mandatory or optional.
This allows you to tailor the registration experience to your organization’s specific requirements, ensuring that essential information is collected upfront while allowing less critical forms to be completed later or skipped if appropriate.
Form Builder supports this flexibility by enabling you to create forms that can be configured as registration forms, standard patient forms, or general-purpose forms, such as feedback or survey forms. Together, these capabilities help streamline onboarding, improve data completeness, and create a smoother, more patient-friendly experience without adding unnecessary administrative burden.
Select the relevant option on the Patient Portal tab on the Form Details screen.
[Q] Cures Act Compliance
[A] The Cures Act requires that patients have access to their medical records at no charge. In ClinicTracker, you may opt to share Custom Form Progress Notes (excluding the Psychotherapy Notes tab) with your patients via the Patient Portal.
Enable the Form Details option "Should the form be accessible to the patient after submission?" on the Patient Portal tab.
[Q] General Forms
[A] This is a form in the Patient Portal that is available to all users at all times, allowing patients or authorized representatives to submit requests for records or clinical notes as needed.
By providing continuous access through the Portal, the form offers a convenient and standardized way for users to initiate record requests without contacting the office directly. Submissions are captured securely and routed to the appropriate staff for review and follow-up, helping ensure timely responses, improved transparency, and a more efficient records request process.
Example: It can be used to collect patient feedback after each session through the Patient Portal, enabling timely and consistent input with minimal effort.
Enable the Form Details option "Show in general forms?" on the Patient Portal tab. The “Who is the associated requested staff?” option identifies the staff member who will receive the form response once the patient completes and submits the form.
[Q] Validations (Save, Lock, and Update)
[A] These options allow you to define validation conditions for information entered by patients on forms, helping ensure that all required and compliant data is captured before the form can be submitted. By enforcing these validation rules, the system prevents incomplete or incorrect entries from being saved, improving data accuracy, supporting compliance requirements, and reducing the need for follow-up or manual corrections by staff.
- Save Validations: These validations are applied when a record is saved to ensure that only compliant information is captured. For example, if the clinic is collecting feedback from students in the pre-teen age group, and you create a form, you can place a Save Validation condition that allows saving only when the age of the patient is between 10 and 12.
Lock Validations: These validations are applied when the record is being locked to ensure that all required and compliant information is complete before finalization. You can add conditions here that must be satisfied before the form can be submitted and finalized.
Example: You can ensure that the patient reads and acknowledges all conditions by using Lock Validation. This allows the patient to save and proceed through the form, but prevents submission until the required acknowledgment is completed.
Update Validations: These validations are applied when an existing record is being updated to ensure changes meet the required and compliance criteria.
Example: A clinic may decide to collect feedback for students within the age range of 10 to 12. The form can be saved, allowing the patient to return later to complete the remaining sections. Update Validation helps ensure that any future updates do not allow non-compliant information to be entered.
[Accordion] FAQs
[Q] Can I control which fields patients can edit?
[A] Yes. You can configure fields to be editable, read-only (visible but not editable), or hidden when the form is accessed through the Patient Portal. This is especially useful for clinician-completed forms that require patient review and signature only.
[Q] Can I require certain fields to be completed before submission?
[A] Yes. You can mark fields as required and apply validation rules to ensure patients complete all necessary information before submitting the form.
[Q] What types of validations can be applied to Patient Portal forms?
[A] You can configure Save, Update, and Lock validations to control when and how data is validated during form completion and submission.
[Q] Can I use conditional logic in Patient Portal forms?
[A] Yes. Conditional logic allows fields or sections to appear or hide based on patient responses, making forms more dynamic and easier to complete.
[Q] Can patients upload documents through Patient Portal forms?
[A] Yes. You can add file upload fields to allow patients to attach documents such as insurance cards, consent forms, or supporting records.