Intake Forms: Difference between revisions

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== Managing Patient Intake Forms ==
== Managing Patient Intake Forms ==


This support guide outlines how providers can manage, assign, and review intake forms for their patients through the VEHRDICT portal. Intake forms play a critical role in capturing important patient data prior to and during clinical visits, ensuring accurate documentation, informed decision-making, and compliance with regulatory requirements. This guide is designed specifically for physicians and clinical staff, providing a step-by-step walkthrough of how to navigate the intake workflow, monitor completion status, assign or remove forms, and access submitted information for review. Screenshots and tips are included to assist with efficient usage of the system in day-to-day patient care.
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 - Vehrdict - Intake Forms]]
 
[[File:Vehrdict Intake Form.mp4|thumb|left|500px|Tutorial – Intake Forms Walkthrough]]
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=== Accessing the Patient Profile ===
=== Account Navigation Structure ===


# Navigate to '''Patient List''' from the left sidebar.
* '''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.


# Use the search field or scroll to locate the desired patient.
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.


# Click on the patient's name to open their '''Patient Chart'''.
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[[File:Screenshot 2025-06-17 110815.png|thumb|left|500px|Accessing Patient Information From Patient List]]
=== Accessing a Patient’s Intake Forms ===
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=== Reviewing Existing Intake Forms ===
# Go to '''Patient List''' from the left sidebar.
# Search or scroll to locate the desired patient.
# Click the patient’s name to open their '''Patient Chart'''.


# Within the '''Patient Chart''', select '''Intake Forms''' from the left-hand menu.
[[File:Screenshot 2025-06-17 110815.png|thumb|left|500px|Accessing Patient Chart from Patient List]]
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# View the assigned forms and their statuses:
---


## '''Status''': Shows if a form is '''COMPLETED''' or '''NOT COMPLETED'''.
=== Reviewing Assigned Intake Forms ===


## '''Actions''': Allows you to '''Edit''', '''View''', or '''Delete''' a form.
# In the '''Patient Chart''', select '''Intake Forms''' from the sidebar.
# The list will show assigned forms and their statuses:
## '''Status''': Indicates if the form is '''COMPLETED''' or '''NOT COMPLETED'''.
## '''Actions''': Available options include:
* '''SEND''' – Resend the form to the patient
* '''EDIT''' – Modify form details or status
* '''VIEW''' – Read-only form preview
* '''DELETE''' – Permanently remove the form


[[File:Screenshot 2025-06-17 110849.png|thumb|left|550px|Accessing Patient from Patient List]] <br clear="all" />
[[File:Screenshot 2025-06-17 110849.png|thumb|left|550px|Reviewing Assigned Forms]]
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=== Adding a New Intake Form ===
---


# Click the blue '''+ Add New''' button in the top-right of the Intake Forms panel.
=== Assigning a New Form ===


# A modal window will appear listing all available form templates.
# Click '''+ Add New''' in the top-right of the Intake Forms section.
# Select one or more forms from the list of templates.
# Confirm to assign the forms to the patient's profile.


# Select the form(s) to assign.
[[File:Screenshot 2025-06-17 110904.png|thumb|left|300px|Form Template Selection Window]]
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# Confirm to add the selected forms to the patient's profile.
---


[[File:Screenshot 2025-06-17 110904.png|thumb|left|300px|Available Form Templates]]
=== Editing and Viewing Forms ===
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=== Editing or Viewing Forms ===
* '''Edit''': Modify contents or assign a form as default.
* '''View''': Preview submitted or pending forms.


* Click '''Edit''' to make updates to a form.
You can also remove a form from a specific patient while editing.
* Click '''View''' to review the form contents without editing.


[[File:Screenshot 2025-06-17 110921.png|thumb|left|300px|Viewing and Editing Options for Intake Forms]]
[[File:Screenshot 2025-06-17 110921.png|thumb|left|300px|Form View/Edit Interface]]
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=== Deleting a Form ===
---
 
=== Deleting Forms ===


If a form was assigned by mistake:
If a form was assigned by mistake:


# Click the red '''Delete''' button next to the form.
# Click '''Delete''' next to the form.
# Confirm deletion when prompted.


# '''Confirm''' deletion when prompted.
> '''Note:''' Deleted forms cannot be recovered.


> '''Note:''' Deleted forms are permanently removed and cannot be recovered.
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=== Patient Overview Reference ===
=== Patient Overview Reference ===


Return to the patient's main chart page to check:
To return to a general summary of the patient’s chart:
 
* View upcoming appointments, recent encounters, and recorded vitals
* Review demographic and insurance information
* Access notes, care history, and flagged items


* Number of encounters, appointments, and vitals
---
* Patient demographic and contact information
* Notes and medical history


=== Best Practices ===
=== Best Practices ===


* Always ensure key intake forms (e.g., HIPAA, Consent) are assigned before visits.
* Always assign essential forms (e.g., HIPAA, consent) before visits.
* Verify that forms are marked as default if required for all patients.
* Use the '''Set as Default''' option to auto-assign forms to all new patients.
* Monitor "Date Completed" to ensure documentation compliance.
* Monitor "Date Completed" for regulatory compliance.
* Use messaging tools to notify patients about incomplete forms.
* Use the messaging tool to remind patients to complete pending forms.
 
---


=== Related Topics ===
=== Related Topics ===


* '''Documents Management''' — Guide to downloading and reviewing completed forms
* [[Documents Management]] — Guide to downloading and archiving completed forms
* '''Patient Messaging''' — Instructions for sending messages or reminders to patients
* [[Patient Messaging]] — Sending reminders and secure messages to patients


For technical assistance, access the '''Help''' section from the left navigation menu.
For support, visit the '''Help''' section from the main navigation panel.

Revision as of 12:45, 20 June 2025

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 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.

Tutorial – Intake Forms Walkthrough


Account Navigation Structure

  • 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.

---

Accessing a Patient’s Intake Forms

  1. Go to Patient List from the left sidebar.
  2. Search or scroll to locate the desired patient.
  3. Click the patient’s name to open their Patient Chart.
Accessing Patient Chart from Patient List


---

Reviewing Assigned Intake Forms

  1. In the Patient Chart, select Intake Forms from the sidebar.
  2. The list will show assigned forms and their statuses:
    1. Status: Indicates if the form is COMPLETED or NOT COMPLETED.
    2. Actions: Available options include:
  • SEND – Resend the form to the patient
  • EDIT – Modify form details or status
  • VIEW – Read-only form preview
  • DELETE – Permanently remove the form
Reviewing Assigned Forms


---

Assigning a New Form

  1. Click + Add New in the top-right of the Intake Forms section.
  2. Select one or more forms from the list of templates.
  3. Confirm to assign the forms to the patient's profile.
Form Template Selection Window


---

Editing and Viewing Forms

  • Edit: Modify contents or assign a form as default.
  • View: Preview submitted or pending forms.

You can also remove a form from a specific patient while editing.

Form View/Edit Interface


---

Deleting Forms

If a form was assigned by mistake:

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

> Note: Deleted forms cannot be recovered.

---

Patient Overview Reference

To return to a general summary of the patient’s chart:

  • 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.
  • Use the Set as Default option to auto-assign forms to all new patients.
  • Monitor "Date Completed" for regulatory compliance.
  • Use the messaging tool to remind patients to complete pending forms.

---

Related Topics

For support, visit the Help section from the main navigation panel.

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