Viewing Smart Forms V1

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

You can view or print a Smart Form V1 at any time after it has been assigned to a patient, whether it has been submitted or is still in progress. The information is accessible from both the Smart Forms page and the Patient Workspace.

From the Patient Workspace

The Patient Workspace stores all the collected information for a specific patient, including any submitted or in-progress Smart Forms. This is usually the best way to quickly access a patient’s Smart Forms.

Viewing the Smart Form

Access the Patient Workspace for the desired patient. The fastest way is to use the top Search Bar in header of every OutSmart page, and search for the patient. When you find them in the search results, click on the “Patient Workspace” button.
Once in the workspace, click on the Smart Forms tab at the top of the page.
Find the specific Smart Form you want to view and click the Preview Smart Form button.
To print the Smart Form, right-click anywhere on the page and select Print.

Click on the Smart Forms tab of the patient workspace, and then click on the "eye" icon to view the form.

Smart Form Activity Log

You may want to check on the progress of a Smart Form if it has not yet been submitted. You can do this from the Smart Forms tab of the Patient Workspace. Click on the “View Activities” icon next to the Smart Form in question and you will be able to see logs on the progress of the Smart Form. This can help you to understand if the patient has seen the form, if they have started it, or of they have not received it at all.

Seeing the activity logs for a Smart Form

Completing an Incomplete Smart Form

There are times when a patient may not have the time to complete the Smart Form prior to the visit, or they forgot a part of the form. You can load up their current progress and help them to complete it during the visit if it is important to do so. You can do this by clicking on the “edit” icon next to the Smart Form displayed in the Smart Forms tab of the Patient Workspace. This will open the form for editing and you can complete it with the patient.

When you are done editing the form you can also submit it on behalf of your patient. Just scroll to the bottom of the form, and click on “Submit”.

Sumitting a Smart Form on behalf of your patient.

From the Smart Forms Page

Another place you can get access to Smart Form submissions is the Smart Forms page. You can view a list of active and completed Smart Forms here regardless of the patient. It’s a useful page if you are interested in seeing an overview of the most recent forms you have sent to your patients.

Viewing A List Of Smart Forms In Progress

Go to the Smart Forms page using the main navigation menu.
Click on the name of the Smart Form you are interested in to view all submitted and in-progress questionnaires for that form.

View a List of Smart Forms In Progress Organized By Patient

You can also organize the list of SmartForms by patient, so that you can more easily see the most recently sent Smart Forms, who they are assigned to, and how many they have completed. This is a useful view if you are sending more that one Smart Form to be completed per patient.

Go to the Smart Forms page using the main navigation menu.
Click on the name of the Smart Form you are interested in to view all submitted and in-progress questionnaires for that form.
Click on the “Organize By Patient” Icon in the toolbar at the top of the page.

Searchable list of Smart Forms organized by patient

Delete An Assigned Smart Form

If you assigned a Smart Form in error, or for any reason need to delete the form, you can do so from the Smart Forms page. You can only delete Smart Forms that have not been started yet. Once a Smart Form has been started by a patient, it can no longer be deleted.

Go to the Smart Forms page using the main navigation menu.
Click on the name of the Smart Form you are interested in to view all submitted and in-progress questionnaires for that form.
Click on the “Delete” Icon to the right of the Smart Form assignment you want to delete.

Change The Patient On An Assigned Smart Form

Sometimes you may need to change the patient on a Smart Form, for example if a parent accidentally filled out their child’s form under their own name. In these cases, you need to wait until the form is submitted (or submit it yourself). Once it is submitted, then you can change the patient on the form.

Go to the Smart Forms page using the main navigation menu.
Click on the name of the Smart Form you are interested in to view all submitted and in-progress questionnaires for that form.
Click on the “Change Patient” Icon to the right of the Smart Form assignment you want to cnange.

Changing the patient on an assigned Smart Form

Troubleshooting

My patient submitted a Smart Form, but I can’t find it in their Patient Workspace

If you got the email notification that a Smart Form was submitted, the submission is in OutSmart somewhere — most likely under a different patient record than you expected.

What usually happens is that the patient created (or signed in to) a Patient Portal account with a slightly different name, email, or date of birth than what was on file. When the three pieces don’t match, OutSmart creates a new patient record and the submitted form lands in that new record’s workspace instead of the one you expected.

To find the form and move it to the right place:

Open the Smart Forms page from the Main Navigation Menu.
Click the name of the form to see every submission for it.
Scan the list for the patient. Every submitted form is listed here — if a date appears in the submissions column, the form is in the system.
Once you find it, click the Change Patient icon (a person with an X) and reassign it to the correct patient record.
The form now appears in the right Patient Workspace.

After moving the form, check your Master Patient List for the duplicate patient record that was created when the patient registered. Unlink the duplicate so it doesn’t pollute your patient list.