SmartForms Integration

What Are SmartForms?

SmartForms are digital intake forms in OutSmart that patients complete before their appointment:

• Medical history questionnaires
• Consent forms
• Patient information sheets
• Assessment questionnaires
• Any custom forms you create

---

How SmartForms Integration Works

When a patient books a service that has SmartForms attached:

1. Booking completes - Appointment is created
2. Forms assigned - SmartForms automatically assigned to patient
3. Patient notified - Email sent with portal link
4. Forms ready - Patient completes in patient portal

---

Account RequirementImportant: SmartForms require a patient account. When booking a service with forms attached, the account step is automatically enabled and the “Skip” option is hidden.

Why Accounts Are Required

SmartForms need to be assigned to a user account because:

• Forms are accessed through the patient portal
• Portal requires authentication
• Forms track which patient completed them
• Submissions are linked to patient records

---

Patient Experience

During Booking

When a service has SmartForms:

1. Account step appears (cannot skip)

2. Message explains why account is needed:

   “This service requires you to create an account so we can send you intake forms to complete before your appointment.”

3. Patient must log in or create account

4. Booking completes normally

After Booking

1. Confirmation page mentions intake forms
2. Email sent with:
   • Booking confirmation
   • Link to patient portal
   • Instructions for completing forms
3. Patient logs into portal
4. Forms are waiting to be completed

---

Configuration

Attaching Forms to Services

SmartForms are configured in the main OutSmart application:

1. Open service/event type settings
2. Navigate to online booking settings
3. Find the intake forms section
4. Select forms to attach
5. Save settings

Checking If Forms Are Attached

On your booking page:

• Services with forms show this internally
• System automatically adjusts booking flow
• No visual indicator to patients before they select the service

---

Account Step Behavior

Standard Account Settings

Your Setting	SmartForms	Result
Account Off	No forms	No account step
Account Off	Has forms	Account forced on, Skip hidden
Account On	No forms	Account shown, Skip available
Account On	Has forms	Account shown, Skip hidden

Skip Button Logic

The “Skip” option is:

• Available when no forms attached
• Hidden when forms are attached
• System override - your preference doesn’t matter

---

Technical Flow

Detailed Process

1. Patient selects service with SmartForms
2. eventType.hasIntakeForms = true detected
3. stepConfig.requiresAccountForForms = true
4. Account step forced visible
5. Skip option removed
6. Patient must log in / register
7. Booking submits with authenticated user
8. BookingRepository.submitBooking() runs
9. SmartFormsService.assignFormsFromBooking() called
10. Forms assigned to patient in portal
11. Confirmation email sent with portal link

---

Form Assignment Details

What Gets Assigned

• All SmartForms attached to that service
• For that specific practitioner (if practitioner-specific)
• For that specific office (if office-specific)
• Custom message from booking confirmation settings

Assignment Record

Each assignment creates:

• Entry in tquestionnaire_assignment
• User link in tquestionnaire_user_assignment
• Audit log entry in tquestionnaire_log_entries

---

Success Page Notice

When booking completes for a service with forms:

Intake Forms Required

We’ve sent intake forms to your email. Please complete them before your appointment through our patient portal.

This reminds patients to look for the forms.

---

Common Scenarios

Patient Already Has Account

1. Patient logs in during account step
2. Booking proceeds normally
3. Forms assigned to existing account
4. No new registration needed

Patient Creates New Account

1. Patient registers during account step
2. Account created in system
3. Forms assigned to new account
4. Portal access immediately available

Multiple Forms

If a service has multiple forms attached:

• All forms assigned at once
• Patient sees all in portal
• Must complete each one
• Progress tracked per form

---

Troubleshooting

Forms Not Appearing in Portal

• Verify booking completed successfully
• Check patient is logged into correct account
• Confirm forms were configured for the service
• Check assignment in OutSmart admin

Account Step Still Showing Skip

• Verify service has SmartForms attached
• Check form attachment in OutSmart
• Refresh the booking page

Patient Didn’t Get Email

• Check spam/junk folder
• Verify email address is correct
• Check OutSmart email settings
• Resend confirmation if needed

Form Assignment Failed

• Booking may have completed but assignment failed
• Check OutSmart for the appointment
• Manually assign forms if needed
• Review error logs

---

Best Practices

Form Design

• Keep forms focused and relevant
• Avoid duplicating information collected during booking
• Make forms completable in 10-15 minutes
• Test the patient experience

Service Configuration

• Only attach forms that are truly necessary
• Consider which services actually need forms
• Don’t over-form your patients

Communication

• Mention forms in service descriptions
• Set expectations about completion time
• Follow up with incomplete forms

---

Related Documentation

Topic	Link
Account Requirements	Account Requirements
Service Configuration	Enabling Services

---

Next Steps

• Patient Portal - Patient portal connection
• Account Requirements - Login settings