PracSuite allows you to create as many form templates as you require, though these tools are most commonly used for new patient intake processes. Within your form templates, you can include a combination of existing patient file fields as well as custom questions. Continue reading below to learn more about the types of fields/questions you can include in your form templates.

To create a Form Template, go to Settings > Forms > Form Templates and select Add Template.


Form Basics

Choose your preferred Name, Display Name (shown to patients), Folder and Merge Field. The Merge Field is inserted into SMS and email templates to send the form link to patients.

A Description for the form can be added, which will be displayed to the patient at the beginning of the form. A Submission Confirmation Message can also be added, which will be displayed to the patient once they complete the form.

In the Form Defaults section, you can set your default preferences for the following:

  • Add to Clinical Notes - see below

  • Prefill - see below

  • Required - this marks the response from the patient as a required response

Use the Add to Form button to start adding elements to your form.

The Add to Form menu is separated into 3 sections; Common Fields, Custom Fields and Formatting. Continue reading to learn more.


Inserting Common Fields

Common fields generally map one-to-one with existing patient file fields.

Contact Details

Choose which contact details you wish to request from your patients.

Patient File Fields

Insert patient file fields that you would like the patient to fill in, including:

  • How did you find us?

  • Communication preferences

  • Health Fund (Member No, ID, Card No.)

  • Medicare, DVA and pension card details

  • GP details

  • Occupation

  • COVID vaccination status

  • NDIS Participant No.

  • Notes

  • Warnings

Account Fields

Insert patient account fields that you would like the patient to fill in, including:

  • Invoice & Statement Preferences

  • Referring Doctor

  • Account No.

  • Claim No.

  • Client ID

  • Employer

  • Injury Date & Description

  • Hospital

Treatment Consent

Outline your consent to treatment text and choose the wording that requests the patient to accept.

Privacy Policy

Outline your Privacy Policy text and choose the wording that requests the patient to accept.

Signature

Include the Signature tool for patients to electronically sign your form. Choose the wording that accompanies the signature field.


Inserting Custom Fields

Along with the common fields above, forms can also include custom questions that aren't linked to existing patient file fields.

Text Response

Designed for basic text responses, with the option to enable long answers.

Below is an example of a long answer text response.

Single Choice

Requires the patient to select one of the displayed options. Use the Add "Other" Option to display a blank text field for the patient to enter a custom option.

Multiple Choice

Outline a selection of options for the patient to select. Use the Add "Other" Option to display a blank text field for the patient to enter a custom option.

Number/Scale Response

Allow your patient to use a sliding scale or a number stepper.

An example of the slider is below:

Attachment Upload

Ideal if you require a patient to upload a document while completing the form.


Prefilling

Patient File fields added to forms have the option to prefill existing patient data. Select the Prefill option to enable this.

Note: We recommend caution with using the prefill function, in particular for Patient File fields like Notes and Warnings.


Formatting

Section Header

Use Section Headers to organise and title different sections of your form. Section Headers also include the option to insert page breaks.

Subheader

Use subheaders to organise and title different sections of your form.

Information Block

Information blocks allow you to add rich text and images into your form. They are intended to be used for guiding text as they do not require a response from a patient.

Label

Labels appear as simple text within your form. They are intended to be used for guiding text as they do not require a response from a patient.


Displaying Responses to Practitioners in Clinical Notes

If questions in the form are clinical in nature, enabling the Add to Clinical Notes option will automatically display the response within the patient's clinical notes timeline.

Any form responses marked with Add to Clinical Notes will appear in the patient's clinical notes timeline with a yellow banner as shown below.


Confidential Form Responses

When using the Add to Clinical Notes option, you also have the option to mark the response as Confidential, which will only be visible to the treating practitioner and will not be visible to admin staff when processing the form.


Branching

Branching allows you to add logic to your forms so that the questions displayed to the patient change according to their responses. If the questions don't apply, the patient is redirected to a different set of questions or will skip a set of questions altogether.

Before enabling branching, we strongly recommend that you add all your desired questions to the form. When you're ready to add branching, follow these steps.

Branching works best with single choice questions. In the example below, we ask 'Do you have health insurance?' By enabling branching, you are able to direct the patient to different questions depending on their response. If they answer yes, they will be directed to question 9, which asks them for their health fund details. If they answer no, they will skip over question 9 entirely.

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