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OutSmart Guide

Filling A Form In The Clinic

You can hand a patient a tablet and have them fill in a Smart Form while they are in the clinic, instead of emailing it and hoping they do it before their visit.

Staff scan a QR code on their own screen, check a handover screen, and pass the tablet to the patient. No email is sent, and the patient does not need an email address on file, which is the point for a walk-in.

Sending a form to a tablet

  1. Open the Send panel for the form, either from the Smart Forms list or from the patient’s Smart Forms tab.
  2. Choose the patient.
  3. Turn on Fill in the clinic on a tablet.
  4. A QR code appears on your screen. Scan it with the clinic tablet.
  5. The tablet shows a handover screen for you to check. When you are ready, dismiss it and give the tablet to the patient.
  6. The patient fills in the form and submits it. The answers arrive on their record straight away.

How long you have

Two separate limits, and neither of them is the patient’s problem:

  • Five minutes to scan the code. If nobody scans it in time, generate a new one.
  • Two hours once you hand the tablet over. The clock starts when you dismiss the handover screen, not when you scan, so time spent reading the screen or walking the tablet across a waiting room does not come out of the patient’s time.

A code nobody scanned is not treated as a form the patient failed to fill in. It is simply cancelled, and it does not show up as an expired form on the patient’s record.

Finishing a form the patient already started

If you already emailed a patient a form, or one went out automatically when they booked, and they never finished it, you can hand them a tablet during their visit to complete it.

They pick up exactly where they stopped. Anything they typed before is still there.

This is offered on any unfinished form, including ones that have expired. The appointment was always the real deadline, and the patient is in front of you now.

Seeing answers on a form nobody submitted

You can now open a form a patient started and never sent, and read what they filled in.

This matters when someone answers most of a long form and then runs out of time or hits a problem. Previously a form abandoned on the last question looked the same as one never opened at all. Now you can see what is there, and either ask the patient the remaining questions yourself or hand them a tablet to finish it.

Look for the form on the patient’s Smart Forms tab or the Assignments tab of the Smart Forms page.