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OutSmart Guide

Smart Forms In Appointment Reminders

Patients say they’ll fill the form in later and then don’t. Appointment reminders close that gap on their own: if a patient still has a form outstanding when their reminder goes out, the reminder names it and gives them the link again.

Nothing to set up. If the appointment type has SmartForms V2 attached and reminders turned on, this happens.

What the patient gets

When a reminder is due, OutSmart checks which of the appointment type’s forms that patient hasn’t finished.

  • If forms are outstanding, the reminder lists them by name with a link to each one, alongside the usual appointment details.
  • If everything is done, the reminder says nothing about forms at all. It’s an ordinary appointment reminder.

A patient who filled everything in the day they booked is never nagged about forms they’ve already completed.

Which forms count as outstanding

A form is outstanding when the patient still has a live copy they haven’t submitted. A form drops off the reminder as soon as any of these is true:

  • The patient submitted it.
  • The link expired.
  • You revoked it.

The links in the reminder are the patient’s existing links, so anything they had already typed and saved is still there when they open one.

This applies to both kinds of reminder

The forms block appears in reminders sent automatically on the schedule you set for the appointment type, and in reminders you send by hand from the calendar. Same content either way.

When a reminder mentions no forms

If you expected a reminder to chase a form and it didn’t, work through these:

  • The patient already finished it. Check their Smart Forms tab. This is the usual answer.
  • No reminder went out at all. Reminders have their own conditions, separate from forms. The appointment must be in a status that allows reminders, and the appointment type needs a reminder rule. See When Notifications Are Sent (and When They Aren’t).
  • The forms were never sent. If the booking was saved without sending a confirmation, the patient has no forms to be outstanding. See Adding SmartForms V2 To An Appointment Type.
  • The form is attached but was archived or unshared. It can’t be sent, so there’s nothing outstanding to report.