Smart Form Assignments

Smart Form Questionnaires are digital forms that patients can complete online through their Patient Portal. These forms streamline the intake process and enable efficient data collection before appointments.

Patient Access To Smart Forms

SmartForms are accessible to patients regardless of their access level (limited or full access). This is because:

• There is no security risk in providing forms to fill out
• Forms collect information from patients rather than sharing clinic data
• Patients need to be able to complete intake forms before obtaining full access

Patient Capabilities

In their Patient Portal, patients can:

• View assigned Smart Forms
• Complete forms at their convenience
• Submit completed forms electronically
• Review previously submitted forms

Benefits

For Patients

• Complete forms from home at their convenience
• No need to arrive early for appointments to fill out paperwork
• Ability to review and update information as needed
• Electronic submission eliminates lost or illegible forms

For Clinics

• Receive completed forms before patient appointments
• Reduce appointment time spent on paperwork
• Improve data accuracy and completeness
• Streamline patient intake processes
• Access to digital records for better organization

How It Works

1. Assignment: Clinic staff assign specific Smart Forms to patients by:
   1. Attaching Smart Forms to specific Event Types
   2. Manually sending Smart Forms to patients
2. Notification: Patients receive notification via email
3. Access: Patients log into their Patient Portal to view assigned forms
4. Completion: Patients fill out forms online
5. Submission: Forms are submitted electronically to the clinic
6. Review: Patients can review their submitted forms anytime

Note

No Access Barriers: Since SmartForms don’t contain sensitive medical information and are meant for patient input, they’re available immediately upon assignment, regardless of whether patients have obtained Medical Records Access links.

Best Practices

For Clinic Staff

• Assign forms well in advance of appointments
• Use clear, descriptive form titles
• Provide instructions or context when assigning forms
• Follow up with patients who haven’t completed assigned forms
• Review submitted forms before patient visits

For Patient Communication

• Explain the Smart Form system during appointment scheduling
• Provide clear instructions on accessing the Patient Portal
• Set expectations for form completion timeframes
• Offer assistance for patients who need help with digital forms

---

Note

Pro Tip: SmartForms can significantly reduce appointment time and improve data quality by allowing patients to thoughtfully complete forms at home rather than rushing through paperwork in the waiting room.