Intake Forms: Difference between revisions

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= Patient Forms Management Guide =
\= Managing Patient Intake Forms (Doctor's View)


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.
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.


== 1. Dashboard Overview ==
\== Accessing the Patient Profile ==


Upon logging into the VEHRDICT system, users are directed to the Dashboard, which provides an overview of:
1. Navigate to the **Patient List** from the left sidebar.
* Patient Demographic Information
2. Use the search field or scroll to locate the patient.
* Form Completion Status
3. Click on the patient's name to open the **Patient Chart**.
* Messages and Invoices
* Upcoming Appointments


To begin working with forms, navigate using the left-hand menu to **Patient Forms**.
\[\[File:/mnt/data/Screenshot 2025-06-17 110815.png|thumb|center|800px|Accessing Patient from Patient List]]


== 2. Adding Forms for New Patients ==
\== Reviewing Existing Intake Forms ==


To add new forms to a patient’s profile:
1. In the **Patient Chart**, scroll down to the "Patient Intake Forms" section in the left menu.
2. All currently assigned forms will be listed, showing:


# Go to the **Patient Forms** section in the left-hand menu.
  * Status (e.g., NOT COMPLETED)
# Click the **+ Add** or **Create Form** button (if available to your role).
  * Date Created / Completed
# Select the form template(s) from the list (e.g., HIPAA Authorization, Telemedicine Consent).
  * Action buttons: **Edit**, **View**, **Delete**
# 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.
\[\[File:/mnt/data/Screenshot 2025-06-17 110849.png|thumb|center|800px|Viewing Intake Forms Assigned to a Patient]]


== 3. Viewing and Filling Out Forms ==
\== Adding a New Intake Form ==


To view or complete a form for a patient:
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.


# From the **Dashboard**, locate the “Forms” section.
\[\[File:/mnt/data/Screenshot 2025-06-17 110904.png|thumb|center|800px|Selecting an Intake Form to Assign]]
# 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:
Once added, the form will display in the list for that patient.
* 🟢 '''COMPLETED''': All required responses are provided.
* 🔴 '''NOT COMPLETED''': Some required fields are missing.


== 4. Tracking Form Status ==
\== Editing or Viewing Forms ==


Administrators can monitor form completion from:
* Click **Edit** to make changes to form content.
* Click **View** to see the form without editing access.


* **Dashboard > Forms Section** – See a quick view for current patient.
Use these options to verify the completeness or accuracy of submissions.
* **Patient Forms Module** – Displays form status, default settings, creation and completion timestamps.


To audit:
\[\[File:/mnt/data/Screenshot 2025-06-17 110921.png|thumb|center|800px|Viewing and Editing Options for Intake Forms]]
* 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 ==
\== Deleting a Form ==


To create a new form (admin access required):
If a form was assigned in error:


# Go to **Settings** > **Form Builder** (if enabled).
1. Click the **Delete** button next to the form.
# Click **New Form Template**.
2. Confirm the deletion.
# 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.).
Note: Deleted forms cannot be recovered. Only do this if you're certain.


== 6. Downloading Completed Forms ==
\== Patient Overview Reference ==


To access and download completed forms:
You can always return to the patient's main chart page to verify:


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


Completed forms are auto-generated and stored as PDFs once saved by the patient or provider.
\[\[File:/mnt/data/Screenshot 2025-06-17 110835.png|thumb|center|800px|Patient Overview - Mark Williams]]


== 7. Best Practices ==
\== Tips for Effective Use ==


* Verify that each new patient has HIPAA and Consent forms assigned.
* Always check for default forms before a patient visit.
* Encourage patients to complete forms before their visit to avoid delays.
* Use the encounter notes section to track patient completion.
* Use the **Messages** section to notify patients about missing forms.
* Keep an eye on the "Date Completed" field for documentation accuracy.
* Audit completion logs weekly to maintain data compliance.
* Encourage patients to use the portal pre-appointment to reduce delays.


== 8. Troubleshooting ==
\== Related Areas ==


;Form not saving:
* \[\[Documents Management]] - For downloading completed PDFs
:Ensure all required fields are filled. Partial submissions may not register as “Completed.”
* \[\[Patient Messaging]] - To remind patients about incomplete forms


;Form not appearing for patient:
For technical issues, please reach out via the **Help** tab on the left menu.
:Confirm form was correctly assigned to the correct Patient ID and marked as "Default = Yes" if necessary.
 
;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.
 
----
 
'''Copyright © 2025 Bytsecribe, Inc.''' All rights reserved.

Revision as of 11:12, 17 June 2025

\= Managing Patient Intake Forms (Doctor's View)

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. 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. 2. All currently assigned forms will be listed, showing: 

  * Status (e.g., NOT COMPLETED)
  * 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]]

\== Adding a New Intake Form ==

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.

\== Editing or Viewing Forms ==

  • 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]]

\== Deleting a Form ==

If a form was assigned in error:

1. Click the **Delete** button next to the form. 2. Confirm the deletion.

Note: Deleted forms cannot be recovered. Only do this if you're certain.

\== Patient Overview Reference ==

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]]

\== Tips for Effective Use ==

  • 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
  • \[\[Patient Messaging]] - To remind patients about incomplete forms

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

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