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OutSmart Guide

Sending Smart Forms V1 To Your Patients

This guide covers the Smart Forms V1 system. For the newer drag-and-drop builder, see Smart Forms V2 in the main menu.

There are several ways to send a Smart Form V1 to a client for them to fill out. You can send it via email, attach it to their Patient Portal, embed it on your website, link it to a specific calendar event, or provide a tablet for them to complete it in the clinic.

Sending SmartForms by Email

OutSmart provides a Guest Link for every SmartForm. This link allows patients to log in or create a Patient Portal account and fill out the form all on a single page.

To send a form via email:

  1. Go to the SmartForms page using the main navigation menu.
  2. Find the form you want to send and copy the Guest Link provided for that form.
  3. Send an email to the patient and include that link. When the patient clicks on the link, they will be directed to the form.

You can use the guest link to add a link directly to a Smart Form from your website

Important: If you want to test the Guest Link, be sure to log out of your practitioner account first. If you are logged in, the link will simply redirect you to your SmartForms page.

When a patient uses a Guest Link, they will need to create a Patient Portal account and then identify themselves with a first name, last name, and date of birth. OutSmart uses these three pieces of information to match them to an existing patient record in your clinic. If a match cannot be found, a new patient record will be created.

Sending SmartForms To a Patient Portal

You can also send a specific SmartForm directly to a patient’s Patient Portal account. This method provides additional options, such as allowing the patient to submit the form multiple times.

You can send a Smart Form directly to a patient via e-mail.

  1. Go to the SmartForms page.
  2. Find the form you want to send and click the Send SmartForm To Patient button in the Actions column.
  3. In the dialog box, select the patient you want to send the form to. Note that the patient must have an email address on file.
  4. You can then specify if you want to allow multiple submissions for forms like a diet journal.
  5. You can also authorize other patients (e.g., a parent) to fill out the form on behalf of the subject patient.
  6. Finally, decide if you want to send an email notification or simply assign the form without a notification.

Smart Form assignment properties

You can also use the Assign & Open function to immediately open the form to fill out with the patient during a session.

To display a link to your SmartForm on your website, you can create a button on your site and link it to the Guest Link for that form. A descriptive button label like “Fill Adult Intake Form” is recommended if you have multiple forms.

Attaching SmartForms to a Specific Event Type

Attaching a SmartForm to an Event Type is a great way to automate the process. The forms will be sent automatically whenever the system sends a Confirmation Email for a booking of that specific Event Type.

The Confirmation Email is sent automatically for online bookings and can be sent manually when you book a patient directly into the calendar. To attach a SmartForm to an Event Type, see the documentation on the Event Manager.

You can attach Smart Form directly to an Event Type. When a patient
books that kind of appointment, they will get the forms automatically.

Providing a Tablet for In-Clinic Completion

You may want to provide a tablet to a patient so they can fill out the form in your waiting room. To do this, simply:

  1. Set up the SmartForm on your website using the method above.
  2. Load your website on the tablet.
  3. Click the appropriate link and provide the tablet to the patient.

When the patient is finished, ensure you take the tablet back and log them out of their account before providing it to the next patient. For the best experience, please ensure your tablet is using the Google Chrome browser.

Simplifying the Process for Your Patients

To make the process as easy as possible for your patients, consider these two methods:

  • Use our Online Booking system: When a client books online, they can be immediately assigned their intake forms and directed to their patient portal to fill them out. No access codes are required.
  • Provide a Guest Link: Using the Guest Link allows clients to access the forms directly from your website or a custom email, without needing to enter any access codes.

Troubleshooting

My patient didn’t get the Smart Form — how do I resend it?

If a patient hasn’t received the email or can’t find it in their inbox, the fastest fix is to resend the form.

  1. Open the Smart Forms page from the Main Navigation Menu.
  2. Find the form and click the paper-airplane (send) icon in the right-most column.
  3. Choose the patient. If you’ve previously sent this form to the patient, OutSmart shows you the activity history for that send — including whether they’ve started the form yet.
  4. If they haven’t started it, delete the existing assignment and resend. The patient gets a new email with a fresh access code.

If they still don’t receive the email after a resend, they may have unsubscribed from OutSmart emails — contact OutSmart support to verify and to help re-enable delivery if they’ve changed their mind.