Link forms to appointment types

Attaching forms to an appointment type means a patient who books that treatment receives the right consent form, questionnaire and aftercare automatically. For a form every patient needs, such as a general medical questionnaire, you can send it with every booking instead.

Before you start

• You need to be the clinic owner.
• The form must be one of your Live forms, published and active. Templates can’t be attached until you’ve added them as your own copy.
• Check your Form automation settings. Attaching a form decides which forms are sent; automation decides when.

Attach forms to an appointment type

1. From the account menu at the bottom of the sidebar, go to Clinic settings > Scheduling > Appointment types.
2. On the appointment type’s row, select the Forms icon.
3. In Forms for [appointment type], tick the forms to send. They’re grouped into Consent forms, Medical questionnaires and Aftercare forms.
4. Select Save.

If the dialog says No published forms yet., publish a form first: see Create a form or Use a form template.

Send a form with every booking

1. Go to Clinic settings > Clinic > Forms.
2. On the Live forms tab, select Sending on the form’s row.
3. Tick Send with every new booking, then select Save.

The form now shows an Every booking badge. It’s sent as soon as any appointment is booked, whatever the appointment type, even if your automation settings are set to Never.

Skip a questionnaire the patient completed recently

For medical questionnaires only, you can avoid asking returning patients to fill in the same form again too soon.

1. Select Sending on the questionnaire’s row.
2. Under Skip if completed recently, enter a number of days (1 to 3650). Leave it blank to send every time.
3. Select Save.

The questionnaire isn’t sent if the patient completed it within that many days. This applies however the form is sent, including when it’s attached to an appointment type. Only completed forms count, not ones the patient ignored.

Good to know

• The skip window isn’t available on consent forms, because consent has to be taken for each procedure, or on aftercare forms, which belong to a particular appointment.
• A patient never receives the same form twice for one appointment, even if it’s both attached to the appointment type and sent with every booking.
• If you deactivate an attached form, it stops being sent straight away, without you having to untick it. It also drops out of the Forms for [appointment type] list while it’s inactive.
• Changing the forms on an appointment type affects forms that haven’t been sent yet, including for appointments already booked. Forms already sent aren’t recalled.