How To

How to: Create Forms

  • 1 September 2020
  • 23 replies
  • 1487 views

To create a form in Updox, start by going to Menu - Admin - Forms Management.  Click +New Form.  

First, name your form.  This will be viewable by the patient or recipient when they access the electronic form. 

If you do not use the Patient Portal through Updox, you will not see the ‘Active on Portal’ or ‘Public on Portal’.

 

TIP:  If you use queues, you can auto-route the completed form using ‘Submit To’.  If you utilize tags, you can auto tag certain forms so they are filtered appropriately when completed in the Inbox. For example, if you had an insurance updated form, you could submit to your ‘Billing’ Queue, and also tag with a ‘Needs Reviewed’ tag.

 

To start creating your form fields, click on +Add a field.  You’ll be prompted to pick the following:

  • Type:  How the data entry will be presented to the patient or the recipient.
  • Label:  This will be what is displayed on the form, such as a question or label for the data field. 
  • Required:  If this checked, it will force the patient or recipient to fill it out prior to submitting the form.
  • Description:  You can add help text or information.  

 

When choosing a field type, you will have the following options:

  • Single-Line Text:  Used for one to two word answers.
  • Multi-Line Text:  Best more narrative responses.
  • Date Picker:  Presents a calendar picker.
  • Label/Instructions:  Most commonly used at the beginning of a form to provide the patient instructions.
  • Section Header:  Name a section of a long form.  For example “Insurance Information”.
  • Spacer:  Creates space on the form.
  • Check Box:  The patient will be prompted with a checkbox as the answer. For example, the label would be “By clicking this box, I agree that I have read the above statement” and the type would be ‘check box’.
  • Drop-down list: Type your responses into ‘Values’, one per line.  These will then be presented in a drop-down list and only allows a single selection.
  • Radio Button List:  Presents responses (typed in ‘Values’) in a radio button view and is single selection for the patient.
  • Check Box List:  Presents responses (typed in ‘Values’) with check boxes for the patient to choose and is multi-select for the patient.
  • Signature:  Allows the recipient of the form to draw a signature with a mouse or finer on mobile device.
  • Star rating:  Presents a five star graphic for the recipient to choose a rating.

Fields are automatically added as you fill out the information.  Once you have your your field, click the ‘X’ and the field will display on the form. It may seem that clicking the ‘X’ will delete your field, but it just closes the dialogue box.

 

Click +Add a field to create as many fields as you wish on your form.

Once fields are created, you will have the option to edit the field, delete the field, or move to a different location on the form.

 

Always remember to hit ‘Save’ at the bottom of the window to save your form.

 

Forms saved will create a unique URL per form.  Learn more here with our How to: Access Forms article.


23 replies

Userlevel 5
Badge +2

Thanks Wendy - Very Exciting - Is it turned on yet ?

Very exciting indeed!  It is scheduled for the end of this week.  You are on the limited availability list and I’ll be sending notification when it’s enabled.  

Hello!  Great feature.  Do you envision customers using forms for getting documented consent from patients to use the telemedicine platform before a telemedicine encounter?  Currently, we don’t have a way to officially get such consent (except verbally) if we decide to do telemedicine after hours in our office.  Also, I would assume the forms would be secure should they have private/sensitive information within them from patients e.g. DOB, credit card information, etc?  I was thinking about using a form to garner payment information from patients after hours to help our billing staff out.   Thanks!

Userlevel 6

All forms are completely encrypted and hippo secure because if you note they have an HTTPS address and they immediately populate into the inbox. Here is a sample telehealth consent form...it would be very easy to just change the wording to apply specifically to telehealth or anything else

 

https://forms.myupdox.com/form/53803

Thank you so much for the info and the sample form you use at your practice, Andrew!  Appreciate it!

Is there a way to control the spacing of the form.  A one page form ends up printing on 3 pages of paper.  It would be great if you could preview the form before saving it too.  

Also after I create a form and give it a title, I do not see the options for url to link the form, why?

Thanks.

@frbaum It appears you haven’t yet activated the new Forms module that allows the external URL.  I’ll have someone from our team reach out!

Userlevel 4

Thank you for adding the feature that highlights required fields, it’s extremely helpful for longer forms!

 I agree w/ @frbaum about spacing control, would help both patients, clinical staff, and providers in looking over forms information - less to have to view at a glance.

Is the ? in the top right hand corner of the forms supposed to lead to the Updox Community page for patients to view? 

@jpittman The required fields was a great feature you recommended right away.  We appreciate the feedback!

 

I wasn’t aware the ? on the external form linked to the Community.  Thank you for point that out.  We will get that removed as soon as possible.

Userlevel 4

Thanks! 

I don’t know if this is possible or not but it would be great if the patient’s name was on the form w/ the form title on the subject line(?) once it’s been submitted so that staff knows who the patient is without having to expand the form.  Would be very helpful to staff especially once patients start using them more and more.  We’re getting pretty good utilization from patients already and our nurses are very happy - (this would probably be one of their only requests as far as workflow goes). 

Maybe have an option in the form creation that we (users) can choose that “adds this line to title once submitted”

Userlevel 6

I think the proposal is to have an option for the form administrator to configure workflows based on entries in a field. That is the generic way to think about it for all sorts of future actions, and I am sure the development teams are thinking about this kind of thing

One of the first listed actions would be 

“If an entry is made in this field, do the following

“Copy the text of this field into the header on the inbox item once the form is sent to an inbox or queue”

In that case it would be “this is a patient name field. Please copy what the person enters into the header so it appears in inbox as “form for Patient X” not just “Form received” 

 

there are so many potentials for things like that

Userlevel 4

@abarbash - yes I think we’re talking about the same thing.  If the patient’s name could already be there, here’s an example:

 

 

@jpittman and @abarbash that is a great idea, and an innovative way to make the form more efficient!

The signature option isn’t available for my practice. How do I get this option available. 

Userlevel 4
Badge

Good morning, @acowans  Please click here to activate our new Forms -  https://info.updox.com/activate-forms  You will need your Practice ID (PID) for this activation (59888).  

Meg

Userlevel 4

Just added the new signature box to our new patient form - great enhancement.  Thanks!

Userlevel 4
Badge

@jpittman so very cool!  Glad you like it and let us know what you patients think about it!

Can we put the date on default when they sign the form?  If yes, how do we do this?

Userlevel 6

if the form has a date time stamp for when its submitted and thats in the audit, why does the signature field alone need time stamp?

When I try to add a signature box, image upload or a link to a form that we have created to send to patient, I get an error message stating these items cannot be added to form for the patient portal.  Is there something different that we need to be doing? 

Thank you, 

Shanda

Userlevel 6

You have to UNCHECK the boxes at the top of the form for “active on portal”   then you can add those other fields

Userlevel 6

You can still always insert a link to that form in any message whether sent out by sms, secure text, email , updox secure message or portal message

 Thank you!!! That worked! 

 

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