This article assumes you are familiar with and using the Forms features in PracSuite. Click here to learn more.
Overview
Form Triage brings all your patient form submissions together in one clear, actionable view. It allows your team to screen completed forms in bulk, view patient responses to key questions in bulk, and update triage statuses as patients move through your intake process.
From a single page, you can identify new patient requests, assess suitability, and communicate with patients in bulk, keeping your intake workflow efficient, organised, and easy to manage.
From the Tools > Form Triage page, you can:
View all completed forms (with triage enabled) and their responses in a single grid
Filter forms by triage status, date, or key question responses
Update triage statuses individually or in bulk (e.g. in review, awaiting callback,
Send bulk messages to patients as they move through your intake process
This feature is especially useful for practices that receive new patient or referral requests through online forms and need to screen and manage them quickly.
Use cases
Form Triage has been designed for clinics that manage high patient demand, particularly those supporting NDIS participants with extensive waiting lists. It helps practices screen new patient enquiries more effectively, reviewing key responses in bulk to assess suitability and prioritise next steps.
Form Triage can be used for a range of administrative and clinical workflows, including:
Screening new patient intake forms before creating records
Reviewing pre-consult questionnaires to determine suitability
Tracking multi-step onboarding processes
Managing referrals or requests that require approval before booking appointments
Sending confirmation or rejection emails in bulk
Choosing Form Questions to Display in Triage
To make form responses visible and filterable in the Triage view, the relevant form questions must be configured for triage.
Go to Settings > Forms > Templates.
Open the form template you want to include in Triage.
Select the Form Triage tab.
Enable Form Triage on this form template
Head back to the Form Builder tab.
Identify the questions you want to appear as columns in the Triage grid and enable Form Triage for each of these questions.
Once you've enabled the Tirage option on the relevant questions, head back to the Form Triage tab.
Under the Form Triage Elements section, you will see all questions within the form that have triage enabled.
The order of these questions will map to the order of the columns in the form triage page. You can use the arrow icons to reorder questions as required.
Customising How Responses Are Displayed In Triage Grid
Some triage questions have additional configuration options that can be managed using the cog menu when hovering over a question in the Form Triage Elements grid.
In the example below, we can customise how the colour of each response to this multiple-choice question from the form is displayed.
Once configured, new responses to this form will automatically appear in Form Triage page with those fields visible.
Managing Triage Status
Each form submission includes a triage status that reflects where the patient is in your intake process. Updating the triage status helps your team track the patient’s progress and ensures consistent follow-up communication.
Common examples include:
Awaiting Review: New forms that have come back that are yet to be processed
In Review: Currently being assessed
Eligible: Approved and ready to book
Rejected: Patient is not suitable for services at your clinic
Complete: The patient has completed your intake flow and no longer needs to appear in the triage page.
PracSuite offers a selection of default form triage statuses; however, you can customise these statuses for each form template in the Triage tab.
The default triage status is assigned to all newly submitted forms.
These statuses can be updated for a specific form submission from the Form Triage page, as shown below.
The triage status can also be managed from the Forms tab of that patient file. Hover over the triage checkbox to see the current status and any triage comments, or use the Manage Form Triage button to make changes to triage status and comments.
Using the Form Triage Tool
To view form submissions:
Go to Tools > Form Triage
Select a form from the dropdown menu
Select the form status you want to review
Select Load Forms.
The Triage grid will display all completed responses for that form.
Each row represents a single form submission and displays:
Patient name
Current triage status
Responses to the selected triage questions
You can resize the column widths, and your preferences will be remembered per form template.
Filtering Results
Within the Form Triage page, use the filter icon in the column headers to filter the results with the selected filters. Multiple filters can be combined to narrow down results.
Click Clear Filters to reset the view.
Actions within the Form Triage
From the Triage grid, you can:
View Entire Form: Open the complete form submission.
Patient Quick Actions: Access common tools for that patient's file.
Update Status: Change the triage status for that submission.
Triage Comments:
Updating Triage Status in Bulk
To update multiple submissions at once:
Select the forms you want to update using the checkboxes on the left.
Click Update Triage Status.
Choose the new triage status and confirm.
All selected forms will be updated simultaneously, making it easy to manage large volumes of submissions.
Send Message In Bulk
You can also send messages to multiple patients at once, such as:
Confirming new patient acceptance
Advising next steps in the intake process
Notifying patients that you’re unable to accept them at this time
To do this:
Select the relevant submissions.
Click Send Message.
Choose an existing Message Template, or compose a custom email.
Review and send.
Forms Completed Before Enabling Triage on a Template
Only forms submitted after Triage has been enabled on a form template will appear in the Form Triage page. Forms that were completed before Triage was introduced, or before it was enabled on the relevant template, will not be displayed by default.
If you need to include one of these earlier submissions in Triage, you can do so manually:
Go to the Forms tab within the patient’s file.
Hover over the completed or processed form.
Click Manage Form Triage to add that form to the Triage view.
Note: Data shown in the Form Triage page is based on the current version of the form template. If older form responses don’t align with the current question set, only the matching responses will appear in Triage.