Intake Forms: Difference between revisions

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.

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

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.

Reviewing Assigned Intake Forms

In the Patient Chart, select Intake Forms from the left-hand menu.
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

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.

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.

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.

Support

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

@@ Line 1: / Line 1: @@
-== Managing Patient Intake Forms ==
+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 guide explains how to manage, assign, edit, and review patient intake forms in the **VEHRDICT** platform. Intake forms are essential for gathering critical patient data before and during clinical visits. This workflow is intended for physicians and clinical staff and outlines navigation steps, completion tracking, form editing, deletion, and best practices for daily use.
-[[File:Vehrdict Intake Form.mp4|thumb|left|500px|Tutorial – Intake Forms Walkthrough]]
-<br clear="all" />
-=== Account Navigation Structure ===
+[[File:Vehrdict Intake Form.mp4|800px|'''Tutorial – Managing Patient Intake Forms''' – Step-by-step walkthrough of assigning, editing, and reviewing forms.]]
-* '''Account'''
-**→ Templates** — Contains all form templates available for assignment or editing.
-**→ Intake Forms**
-**→ Patient** — Displays all intake forms assigned to a patient with available actions ('''SEND''', '''EDIT''', '''VIEW''', '''DELETE''').
-**→ Provider** — Displays provider-specific forms.
-Additional tools:
-* '''Form Builder''' — Create custom, formatted forms using the drag-and-drop interface.
-* '''Builder CSV''' — Upload a structured CSV to generate intake forms in bulk.
-* '''Library''' — Browse all existing form templates.
----
+=== 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 ===
-# Go to '''Patient List''' from the left sidebar.
+# Navigate to '''Patient List''' from the left-hand menu.
-# Search or scroll to locate the desired patient.
+# Use the search field or scroll to locate the patient.
-# Click the patient’s name to open their '''Patient Chart'''.
+# Click on the patient’s name to open their '''Patient Chart'''.
+[[File:Screenshot 2025-06-17 110815.png|800px|'''Patient List''' – View and search all registered patients, including MRN, contact info, and DOB.]]
-[[File:Screenshot 2025-06-17 110815.png|thumb|left|500px|Accessing Patient Chart from Patient List]]
-<br clear="all" />
----
 === Reviewing Assigned Intake Forms ===
-# In the '''Patient Chart''', select '''Intake Forms''' from the sidebar.
+# In the '''Patient Chart''', select '''Intake Forms''' from the left-hand menu.
-# The list will show assigned forms and their statuses:
+# Review the assigned forms and their current statuses:
-## '''Status''': Indicates if the form is '''COMPLETED''' or '''NOT COMPLETED'''.
-## '''Actions''': Available options include:
+{| class="wikitable"
-* '''SEND''' – Resend the form to the patient
+! Column !! Description
-* '''EDIT''' – Modify form details or status
+|-
-* '''VIEW''' – Read-only form preview
+| '''Status''' || Indicates if the form is '''COMPLETED''' or '''NOT COMPLETED'''.
-* '''DELETE''' – Permanently remove the form
+|-
+| '''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 ===
-[[File:Screenshot 2025-06-17 110849.png|thumb|left|550px|Reviewing Assigned Forms]]
+# Click the blue '''+ Add New''' button at the top-right of the Intake Forms panel.
-<br clear="all" />
+# 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.
----
-=== Assigning a New Form ===
-# Click '''+ Add New''' in the top-right of the Intake Forms section.
+[[File:Screenshot 2025-06-17 110849.png|800px|'''Patient Intake Forms''' – View assigned forms, completion status, and perform actions like edit or view.]]
-# Select one or more forms from the list of templates.
-# Confirm to assign the forms to the patient's profile.
-[[File:Screenshot 2025-06-17 110904.png|thumb|left|300px|Form Template Selection Window]]
-<br clear="all" />
----
 === Editing and Viewing Forms ===
-* '''Edit''': Modify contents or assign a form as default.
+* '''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''': Preview submitted or pending forms.
+* '''View''' – Open the form in read-only mode for quick review.
-You can also remove a form from a specific patient while editing.
-[[File:Screenshot 2025-06-17 110921.png|thumb|left|300px|Form View/Edit Interface]]
-<br clear="all" />
----
+[[File:Screenshot 2025-06-17 110904.png|800px|'''Select Intake Form''' – Choose from predefined form templates to assign to a patient.]]
-=== Deleting Forms ===
-If a form was assigned by mistake:
-# Click '''Delete''' next to the form.
+=== Deleting a Form ===
+If a form was assigned in error:
+# Click the red '''Delete''' button next to the form.
 # Confirm deletion when prompted.
-> '''Note:''' Deleted forms cannot be recovered.
+{{Warning|Deleted forms are permanently removed and cannot be recovered.}}
----
-=== Patient Overview Reference ===
-To return to a general summary of the patient’s chart:
+=== 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
-* View upcoming appointments, recent encounters, and recorded vitals
-* Review demographic and insurance information
-* Access notes, care history, and flagged items
----
 === Best Practices ===
-* Always assign essential forms (e.g., HIPAA, consent) before visits.
+{{Tip|Assign critical forms such as HIPAA and Consent during initial intake setup.}}
-* Use the '''Set as Default''' option to auto-assign forms to all new patients.
-* Monitor "Date Completed" for regulatory compliance.
+* Use the '''Set as Default''' option to apply forms to all new patients automatically.
-* Use the messaging tool to remind patients to complete pending forms.
+* 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 ===
-* [[Documents Management]] — Guide to downloading and archiving completed forms
+* [[Patient Documents]] – Guide to downloading and archiving completed forms
-* [[Patient Messaging]] — Sending reminders and secure messages to patients
+* [[Secure Messaging]] – Instructions for sending secure messages and reminders to patients
+=== Support ===
-For support, visit the '''Help''' section from the main navigation panel.
+For technical assistance, click '''Help''' from the main sidebar or contact your VEHRDICT administrator.