Patient Forms Management Guide

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:

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:

Go to the **Patient Forms** section in the left-hand menu.
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.

3. Viewing and Filling Out Forms

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:

🟢 COMPLETED: All required responses are provided.
🔴 NOT COMPLETED: Some required fields are missing.

4. Tracking Form Status

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:

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.).

6. Downloading Completed Forms

To access and download completed forms:

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

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: Ensure all required fields are filled. Partial submissions may not register as “Completed.”

Form not appearing for patient: 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.