By linking forms directly to appointment types, you can ensure patients receive the correct paperwork ahead of their visit and without any manual follow-up. This feature allows you to automatically share specific forms when appointments are booked.
How to Assign Forms to an Appointment Type
Select the Admin option from the dropdown menu. Admin opens in a new browser tab.
Navigate to Schedule → Appointment Settings.
Locate the appointment type you want to update.
Click the information (ⓘ) icon to the right of the appointment type to open the edit window.
At the bottom of the edit window, find the Forms dropdown field.
Click the dropdown and select one or multiple forms you want to assign to this appointment type.
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Click Save to apply your changes.
Once saved, the selected forms are now linked to that appointment type.
What Happens When an Appointment Is Booked
After forms are assigned, one of the following outcomes will occur when an appointment of that type is booked:
Scenario 1: Patient Has Portal Consent Enabled
If both of the following are true:
The patient has an email address listed in their Demographics, and
The Portal Consent checkbox is checked in their Demographics
Then:
The assigned form(s) are automatically created under the patient’s Forms tab.
The form(s) are automatically shared to the patient portal.
The patient receives an email notification that a document is available.
The patient can sign in to the portal and view/download the form.
Scenario 2: Patient Does Not Have Portal Consent Enabled
If the patient does not have an email address on file or the Portal Consent checkbox is not checked:
The assigned form(s) are still created under the patient’s Forms tab.
The form(s) are not shared to the portal.
The patient does not receive any email notifications.
Important Things to Note:
There is a 10-minute delay between when an appointment is booked and when assigned forms are shared.
Forms are only emailed to patients if portal consent is enabled.
Assigning forms to an appointment type does not retroactively send forms for appointments that were booked before the assignment.
Multiple forms can be assigned to a single appointment type if needed.