Intake Forms: Difference between revisions

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\= Managing Patient Intake Forms (Doctor's View)
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 support guide outlines how providers can manage, assign, and review intake forms for their patients through the VEHRDICT portal. Visual references are provided where applicable.


\== Accessing the Patient Profile ==


1. Navigate to the **Patient List** from the left sidebar.
[[File:Vehrdict Intake Form.mp4|800px|'''Tutorial – Managing Patient Intake Forms''' – Step-by-step walkthrough of assigning, editing, and reviewing forms.]]
2. Use the search field or scroll to locate the patient.
3. Click on the patient's name to open the **Patient Chart**.


\[\[File:/mnt/data/Screenshot 2025-06-17 110815.png|thumb|center|800px|Accessing Patient from Patient List]]


\== Reviewing Existing Intake Forms ==


1. In the **Patient Chart**, scroll down to the "Patient Intake Forms" section in the left menu.
=== Intake Form System Overview ===
2. All currently assigned forms will be listed, showing:


  * Status (e.g., NOT COMPLETED)
The following areas are used to manage patient intake forms:
  * Date Created / Completed
  * Action buttons: **Edit**, **View**, **Delete**


\[\[File:/mnt/data/Screenshot 2025-06-17 110849.png|thumb|center|800px|Viewing Intake Forms Assigned to a Patient]]
* '''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.


\== Adding a New Intake Form ==
{{Tip|Use the Templates section to set standardized default forms across all patients.}}


1. Click **+ Add New** in the upper-right of the Intake Forms panel.
2. A dialog will appear with a searchable list of available forms.
3. Select the desired form(s) (e.g., GAD-7, HIPAA Authorization).
4. Click to confirm assignment.


\[\[File:/mnt/data/Screenshot 2025-06-17 110904.png|thumb|center|800px|Selecting an Intake Form to Assign]]


Once added, the form will display in the list for that patient.
=== Accessing a Patient’s Intake Forms ===


\== Editing or Viewing Forms ==
# 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'''.


* Click **Edit** to make changes to form content.
* Click **View** to see the form without editing access.


Use these options to verify the completeness or accuracy of submissions.


\[\[File:/mnt/data/Screenshot 2025-06-17 110921.png|thumb|center|800px|Viewing and Editing Options for Intake Forms]]
[[File:Screenshot 2025-06-17 110815.png|800px|'''Patient List''' – View and search all registered patients, including MRN, contact info, and DOB.]]


\== Deleting a Form ==
 
 
 
=== Reviewing Assigned Intake Forms ===
 
# In the '''Patient Chart''', select '''Intake Forms''' from the left-hand menu.
# Review the assigned forms and their current statuses:
 
{| 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
|}
 
 
 
[[File:Screenshot 2025-06-17 110835.png|800px|'''Patient Chart Overview''' – Access vital stats, contact info, encounters, allergies, and historical data.]]
 
 
 
=== Assigning a New Intake Form ===
 
# Click the blue '''+ Add New''' button at the top-right of the Intake Forms panel.
# 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.
 
 
 
[[File:Screenshot 2025-06-17 110849.png|800px|'''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.
 
 
 
[[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:
If a form was assigned in error:


1. Click the **Delete** button next to the form.
# Click the red '''Delete''' button next to the form.
2. Confirm the deletion.
# 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 ===


Note: Deleted forms cannot be recovered. Only do this if you're certain.
{{Tip|Assign critical forms such as HIPAA and Consent during initial intake setup.}}


\== Patient Overview Reference ==
* 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.


You can always return to the patient's main chart page to verify:


* Encounter count
* Vitals
* Appointment history
* Notes and documents


\[\[File:/mnt/data/Screenshot 2025-06-17 110835.png|thumb|center|800px|Patient Overview - Mark Williams]]
=== Related Topics ===


\== Tips for Effective Use ==
* [[Patient Documents]] – Guide to downloading and archiving completed forms 
* [[Secure Messaging]] – Instructions for sending secure messages and reminders to patients 


* Always check for default forms before a patient visit.
* Use the encounter notes section to track patient completion.
* Keep an eye on the "Date Completed" field for documentation accuracy.
* Encourage patients to use the portal pre-appointment to reduce delays.


\== Related Areas ==


* \[\[Documents Management]] - For downloading completed PDFs
=== Support ===
* \[\[Patient Messaging]] - To remind patients about incomplete forms


For technical issues, please reach out via the **Help** tab on the left menu.
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.

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