Quick Start Guide

This walkthrough takes you from never having opened SmartForms V2 to having a working consent form that a patient can sign in their browser. Total time: about ten minutes. Follow the steps in order; each one builds on the previous.

By the end you’ll have:

• A consent form with two questions (a Yes/No agreement and a signature).
• That form sent to a patient (use a test patient) by email.
• A submitted, signed copy you can view from the patient’s workspace.

---

Step 1: Open the SmartForms V2 page

1. From the main navigation menu, choose Smart Forms.
2. In the submenu that appears, click Smart Forms v2.

Select Smart Forms v2 from the main navigation menu.

You land on the SmartForms V2 list. The green Create New button is always in the top toolbar. When you have no forms yet, the list says No forms found. and also shows a blue Create Your First Form button in the middle of the page. Both buttons do the same thing.

---

Step 2: Create a new form

Click Create New on the Smart Forms header toolbar to create a new form.

1. Click Create New in the top toolbar. A panel titled Create a new form opens and asks How would you like to build this form?
2. If you are an administrator, choose the practitioner the form belongs to under Who is this form for? first. A practitioner does not see this choice, because the form is theirs.
3. Click Start from scratch. The form editor opens with a blank form and a toolbox of question types on the left.

The other choices in the panel build a form for you from a PDF, from a SmartForms V1 form, or from a description you type. When none of those choices is available to you, Create New opens the blank form editor straight away.

Click on Add Question to add your first question to your SmartForm.

Your form starts off empty. In the main form area you’ll see a button that says “Add question”. You can click on that, or you can click on one of the question types in the left-hand toolbar to add your first question.

Once you add your first question type, whatever it is, you’ll see two placeholders at the top of the form: Form Title and Form Description. Click each and type:

• Form Title: Consent for Treatment
• Form Description: Please read the statement below carefully, confirm your consent, and sign before your visit.

After you add a question, you can type in your form title and form description.

The title is what patients will see at the top of the email and at the top of the form when they open it. The description appears just below.

---

Step 3: Add the consent question

The first question asks the patient to agree to the consent statement. Whichever question type you’ve just added to your form, at the bottom left there’s a drop-down where you can change the question type.

1. Click on that drop-down and choose Yes/No (Boolean) as your question type.

After you've added a question to the form, you can change the question type by selecting the drop-down at the bottom left and choosing a new question type.

2. Click the question’s title and replace it with your consent statement. For example:

I understand that the assessment and treatment I receive at this clinic may include hands-on physical examination, manual therapy, exercise prescription, and clinical recommendations. I have been given the opportunity to ask questions about my care, and I consent to proceed.

You can use the yes-no question type to create statements that the patient has to answer yes or no to.

3. In the right-side panel, click on the General tab and turn on Required. This stops a patient from submitting without confirming consent.

You can mark a question as required in SmartForms V2 by selecting the question in your form creator and then clicking on the General tab and checkmarking required in the General panel for that question.

The patient will see your statement followed by two buttons: No on the left and Yes on the right.

---

Step 4: Add the signature question

The second question captures the patient’s signature.

You can select the signature question type to add a signature field to SmartForms V2 forms.

1. In the toolbox, find Signature under the Misc category.
2. Click it (or drag it into the form). A new signature question appears below the Yes/No question.
3. Click its title and rename it to something clear, like Patient Signature.
4. In the right-side panel General tab, turn on Required.

A signature field will allow your patients to sign the form. You can mark it as required by clicking on the General tab on the right-hand side of the form creator and checkmarking Required.

The patient will see a box labelled Sign here with a clear button. On a computer they sign with their mouse; on a phone or tablet they sign with their finger.

---

Step 5: Preview the form

Before you save, see what your patient will see.

Previewing your form will give you an idea of what the form will look like to your patients.

1. Click Preview in the top toolbar.
2. The form shows exactly as a patient sees it. Try filling it out: click Yes, sign in the signature box, and click Complete.
3. Click Designer in the top toolbar to return to the editor.

Nothing you type in Preview is saved or sent anywhere. Preview is only a test.

---

Step 6: Save the form

Click Save in the top toolbar. The form is now stored in your SmartForms V2 list and is ready to send.

Click the Save button at the top of the SmartForms V2 form creator to save your form.

---

Step 7: Send the form to a patient

1. Click Forms in the top toolbar to return to the Smart Forms list (or click Save then navigate back).

2. Find your Consent for Treatment form in the list.

3. Click the paper plane icon in the Actions column.
   

   

   You can send a form to a patient by clicking the paper airplane icon in the actions column for that form.

4. A panel titled Send: followed by the form’s name opens.

5. Under Who is sending this form?, check the Office and Practitioner. A practitioner is always the sender of their own sends and chooses only the office. An administrator chooses the practitioner.

6. Under Give this form to a patient, leave Fill in the clinic on a tablet turned off, pick the patient in Patient, and check their address in Email. If you change the email address here, the patient’s record is updated with the new address.

7. Click Send form.

The Send window. Check the office, the practitioner, the patient and their email address, then click Send form.

A success message appears. Within a minute or so the patient receives an email from your clinic, with the practitioner’s name in the From field and a Continue to Your Form button.

The email a patient receives when you send them a form. The orange button opens the form.

---

Step 8: What happens on the patient’s side

When the patient clicks the email button, they will be immediately taken to the form. SmartForms V2 forms are compatible with both desktop and mobile devices.

An example of what a patient will see when they begin to fill out a SmartForms V2.

SmartForms V2 forms work on phones. The form adjusts to fit the screen of a phone or tablet.

1. The form opens in their browser. They don’t need to log in.
2. They see a header card with your name, photo, and office at the top.
3. They read your consent statement, click Yes, sign their name in the signature box, and click Complete.
4. A green thank-you screen confirms their submission.

After a patient has submitted their SmartForms V2, they are presented with a thank you screen.

The form saves the patient’s answers as they go. If the patient closes the tab before finishing, their answers are still there the next time they open the link.

The patient has 60 days to click the link and open the form. Once they open it, they have 90 days to finish and submit. If they need more time at any stage, you can give them more time from the Assignments tab. See Expiries And Link Timing.

---

Step 9: View the signed submission

When the patient submits, OutSmart emails the practitioner the form belongs to, with a copy to your office’s email address. The subject line starts with New SmartForm Submission, followed by the patient’s first name and last initial and the form’s name.

To view the signed form:

1. Open the patient’s record in their workspace.
2. Click the Smart Forms tab.
3. Find your Consent for Treatment form in the list with a Submitted status.
4. Click the eye icon to view the signed form.

You can find submitted SmartForms in the patient workspace under the SmartForms tab. Click on the 'eye' icon to view the form.

You see the consent statement, the patient’s Yes response, and their signature as a bordered image.

This is what a sample SmartForms V2 form submission would look like.

That’s it. You’ve built, sent, received, and viewed your first SmartForms V2.

---

Tip

Want to send the same form to many patients without sending each one individually? Open the send panel from the paper plane icon on the form list. At the bottom, the section headed Or, get a public guest link has the form’s guest link and a Copy button. You can email the link to many people, put it on your website, or print it as a QR code on a card at the front desk. The link keeps working, and each person who opens it fills in their own copy of the form.

You can get a guest link for your SmartForms V2 from the send form panel that opens up when you click the paper airplane icon. Click the copy button to get a copy of the link and use it on a button on your website or on social media to allow anyone to fill out the form.

---

Where to go next

Now that you’ve built one form end to end, you have the full pattern. Use these articles when you want to do more:

• Question Types Reference lists every other question type you can add to a form (text, multiple choice, matrix, dynamic panels, and more).
• The Form Editor is the full reference for the editor’s toolbar, toolbox categories, and the property panel.
• Sending Smart Forms To Patients explains the public guest link, sending from the patient’s record, and what to do when you need to send a form again.
• Sharing Smart Forms With Other Practitioners explains how to let a colleague use your form with their own patients.
• Editing A Smart Form explains which changes you can make after you send a form, and how to make a copy you can change.
• Expiries And Link Timing explains the two clocks (link-click and fill) and how to extend a patient’s time before or after they run out.