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= Patient Forms Management Guide =
This guide explains how to manage, assign, edit, and review patient intake forms in the '''VEHRDICT''' platform. Intake forms are essential for collecting patient data before and during visits. This workflow is for physicians and clinical staff and covers how to assign forms, track completion, edit or delete forms, and follow best practices.


This page provides clear, step-by-step instructions for administrative and clinical staff on how to manage patient forms using the VEHRDICT Patient Portal. Topics include adding forms for new patients, filling out forms, creating new form templates, and downloading completed forms.


== 1. Dashboard Overview ==


Upon logging into the VEHRDICT system, users are directed to the Dashboard, which provides an overview of:
[[File:Vehrdict Intake Form.mp4|800px|'''Tutorial – Managing Patient Intake Forms''' – Step-by-step walkthrough of assigning, editing, and reviewing forms.]]
* Patient Demographic Information
* Form Completion Status
* Messages and Invoices
* Upcoming Appointments


To begin working with forms, navigate using the left-hand menu to **Patient Forms**.


== 2. Adding Forms for New Patients ==


To add new forms to a patient’s profile:
=== Intake Form System Overview ===


# Go to the **Patient Forms** section in the left-hand menu.
The following areas are used to manage patient intake forms:
# Click the **+ Add** or **Create Form** button (if available to your role).
# Select the form template(s) from the list (e.g., HIPAA Authorization, Telemedicine Consent).
# Ensure each form is marked as **Default = Yes** if it must be filled by all new patients.
# Assign the form to the appropriate Patient ID.


The assigned forms will now appear under that patient’s "Forms" section on the dashboard.
* '''Templates''' – Houses reusable form templates. You can create, modify, or set templates as default for all patients.
* '''Intake Forms'''
** Patient – View, send, edit, or delete forms assigned to a patient.
** Provider – Manage and view provider-specific forms.
* '''Form Builder''' – Drag-and-drop interface to create custom forms.
* '''Builder CSV''' – Upload structured CSVs to generate forms in bulk.
* '''Library''' – View all available form templates.


== 3. Viewing and Filling Out Forms ==
{{Tip|Use the Templates section to set standardized default forms across all patients.}}


To view or complete a form for a patient:


# From the **Dashboard**, locate the “Forms” section.
# Click **View** next to any form title (e.g., PHQ-9 Depression Screening).
# Fill in all required fields.
# Click **Save** at the bottom of the form to update completion status.


Form status indicators:
=== Accessing a Patient’s Intake Forms ===
* 🟢 '''COMPLETED''': All required responses are provided.
* 🔴 '''NOT COMPLETED''': Some required fields are missing.


== 4. Tracking Form Status ==
# Navigate to '''Patient List''' from the left-hand menu.
# Use the search field or scroll to locate the patient.
# Click on the patient’s name to open their '''Patient Chart'''.


Administrators can monitor form completion from:


* **Dashboard > Forms Section** – See a quick view for current patient.
* **Patient Forms Module** – Displays form status, default settings, creation and completion timestamps.


To audit:
[[File:Screenshot 2025-06-17 110815.png|800px|'''Patient List''' – View and search all registered patients, including MRN, contact info, and DOB.]]
* Navigate to **Patient Forms**
* Use search or filters to locate the patient's record.
* Review the "Status" and "Date Completed" columns.


== 5. Creating New Form Templates ==


To create a new form (admin access required):


# Go to **Settings** > **Form Builder** (if enabled).
# Click **New Form Template**.
# Add form title, section labels, input fields, and response types (radio buttons, text fields, dropdowns).
# Save the template and mark it as available for assignment.


Ensure templates follow compliance guidelines (HIPAA, PHQ, GAD, etc.).
=== Reviewing Assigned Intake Forms ===


== 6. Downloading Completed Forms ==
# In the '''Patient Chart''', select '''Intake Forms''' from the left-hand menu.
# Review the assigned forms and their current statuses:


To access and download completed forms:
{| class="wikitable"
! Column !! Description
|-
| '''Status''' || Indicates if the form is '''COMPLETED''' or '''NOT COMPLETED'''.
|-
| '''Actions''' ||
'''SEND''' – Resend the form to the patient 
'''EDIT''' – Modify the form or set as default 
'''VIEW''' – Preview form in read-only mode 
'''DELETE''' – Permanently remove the form
|}


# Navigate to the **Documents** section from the left-hand menu.
# Locate the form by its title and timestamp (e.g., “GAD-7 Anxiety Screening 1045.pdf”).
# Click the filename to download the PDF.


Completed forms are auto-generated and stored as PDFs once saved by the patient or provider.


== 7. Best Practices ==
[[File:Screenshot 2025-06-17 110835.png|800px|'''Patient Chart Overview''' – Access vital stats, contact info, encounters, allergies, and historical data.]]


* Verify that each new patient has HIPAA and Consent forms assigned.
* Encourage patients to complete forms before their visit to avoid delays.
* Use the **Messages** section to notify patients about missing forms.
* Audit completion logs weekly to maintain data compliance.


== 8. Troubleshooting ==


;Form not saving:
=== Assigning a New Intake Form ===
:Ensure all required fields are filled. Partial submissions may not register as “Completed.”


;Form not appearing for patient:
# Click the blue '''+ Add New''' button at the top-right of the Intake Forms panel.
:Confirm form was correctly assigned to the correct Patient ID and marked as "Default = Yes" if necessary.
# A modal window will appear with available form templates.
# Select one or more templates to assign to the patient.
# Click '''Confirm''' to complete the assignment.


;Downloaded form is missing data:
:Verify that form was saved before downloading. Incomplete forms are not converted to PDF.


== 9. Support ==
For technical issues or permissions-related access:
* Contact IT via the **Help** section.
* Or email support@vehrdict.com.


----
[[File:Screenshot 2025-06-17 110849.png|800px|'''Patient Intake Forms''' – View assigned forms, completion status, and perform actions like edit or view.]]


'''Copyright © 2025 Bytsecribe, Inc.''' All rights reserved.
 
 
=== Editing and Viewing Forms ===
 
* '''Edit''' – Open the form for editing. You may also set it as a default for all patients or remove it from an individual patient.
* '''View''' – Open the form in read-only mode for quick review.
 
 
 
[[File:Screenshot 2025-06-17 110904.png|800px|'''Select Intake Form''' – Choose from predefined form templates to assign to a patient.]]
 
 
 
 
=== Deleting a Form ===
 
If a form was assigned in error:
 
# Click the red '''Delete''' button next to the form.
# Confirm deletion when prompted.
 
{{Warning|Deleted forms are permanently removed and cannot be recovered.}}
 
 
 
=== Viewing Patient Overview ===
 
Return to the main '''Patient Chart''' view to access:
 
* Appointment history and upcoming visits
* Recorded vitals and medical measurements
* Demographic and contact information
* Provider notes and patient medical history
 
 
 
=== Best Practices ===
 
{{Tip|Assign critical forms such as HIPAA and Consent during initial intake setup.}}
 
* Use the '''Set as Default''' option to apply forms to all new patients automatically.
* Monitor the '''Date Completed''' field to ensure timely compliance.
* Use patient messaging tools to notify patients of pending or incomplete forms.
* Periodically review templates in the Library to keep documentation current.
 
 
 
=== Related Topics ===
 
* [[Patient Documents]] – Guide to downloading and archiving completed forms 
* [[Secure Messaging]] – Instructions for sending secure messages and reminders to patients 
 
 
 
=== Support ===
 
For technical assistance, click '''Help''' from the main sidebar or contact your VEHRDICT administrator.

Latest revision as of 23:09, 2 July 2025

This guide explains how to manage, assign, edit, and review patient intake forms in the VEHRDICT platform. Intake forms are essential for collecting patient data before and during visits. This workflow is for physicians and clinical staff and covers how to assign forms, track completion, edit or delete forms, and follow best practices.


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Intake Form System Overview

The following areas are used to manage patient intake forms:

  • Templates – Houses reusable form templates. You can create, modify, or set templates as default for all patients.
  • Intake Forms
    • Patient – View, send, edit, or delete forms assigned to a patient.
    • Provider – Manage and view provider-specific forms.
  • Form Builder – Drag-and-drop interface to create custom forms.
  • Builder CSV – Upload structured CSVs to generate forms in bulk.
  • Library – View all available form templates.

Tip: Use the Templates section to set standardized default forms across all patients.



Accessing a Patient’s Intake Forms

  1. Navigate to Patient List from the left-hand menu.
  2. Use the search field or scroll to locate the patient.
  3. Click on the patient’s name to open their Patient Chart.


Patient List – View and search all registered patients, including MRN, contact info, and DOB.



Reviewing Assigned Intake Forms

  1. In the Patient Chart, select Intake Forms from the left-hand menu.
  2. Review the assigned forms and their current statuses:
Column Description
Status Indicates if the form is COMPLETED or NOT COMPLETED.
Actions

SEND – Resend the form to the patient EDIT – Modify the form or set as default VIEW – Preview form in read-only mode DELETE – Permanently remove the form


Patient Chart Overview – Access vital stats, contact info, encounters, allergies, and historical data.


Assigning a New Intake Form

  1. Click the blue + Add New button at the top-right of the Intake Forms panel.
  2. A modal window will appear with available form templates.
  3. Select one or more templates to assign to the patient.
  4. Click Confirm to complete the assignment.


Patient Intake Forms – View assigned forms, completion status, and perform actions like edit or view.


Editing and Viewing Forms

  • Edit – Open the form for editing. You may also set it as a default for all patients or remove it from an individual patient.
  • View – Open the form in read-only mode for quick review.


Select Intake Form – Choose from predefined form templates to assign to a patient.



Deleting a Form

If a form was assigned in error:

  1. Click the red Delete button next to the form.
  2. Confirm deletion when prompted.

Warning: Deleted forms are permanently removed and cannot be recovered.



Viewing Patient Overview

Return to the main Patient Chart view to access:

  • Appointment history and upcoming visits
  • Recorded vitals and medical measurements
  • Demographic and contact information
  • Provider notes and patient medical history


Best Practices

Tip: Assign critical forms such as HIPAA and Consent during initial intake setup.


  • Use the Set as Default option to apply forms to all new patients automatically.
  • Monitor the Date Completed field to ensure timely compliance.
  • Use patient messaging tools to notify patients of pending or incomplete forms.
  • Periodically review templates in the Library to keep documentation current.



Support

For technical assistance, click Help from the main sidebar or contact your VEHRDICT administrator.

Retrieved from "https://www.vehrdict.com/support/index.php?title=Intake_Forms&oldid=1539"