Practice Forms & Consent Forms
Administration → Practice Forms (Form Management) configures two kinds of clinic paperwork. Generic Forms are clinical intake questionnaires you build from a field library. Consent Forms (the second tab—also called practice forms in the database) are legal/administrative consents created from templates and assigned by location and visit type. Consent Forms are what staff send to patients, what booking attaches to visits, and what Check-In / patient portal require before paperwork is complete. Select clinic and location in the header before managing lists.
- Practices
- Role Management
- Modules/Operations
- Roles Access
- User Access
- User Management
- Practice Forms
- Referring Providers
- Logs History
- Developer Settings
- Client Registration
- Labs
Generic Forms
No forms yet
Get started by creating your first generic form.
Generic Form Builder
Three-panel builder: field library, form canvas, and form details.
Available Fields
- Medical History Notes (textarea)
- Past Medical Problem (text, Required)
- Medical History Status (select, Required)
- Surgical History Notes (textarea)
- Past Surgical Problem (text, Required)
- Surgical History Status (select, Required)
Form Design
Drag fields from the left sidebar to start building your form
Or click 'Add Section' to create sections first
Form Details
1. Form Title & Description
2. Select Location
3. Assign Visit Types & Form Tags
Please select at least one location first. Choose practice locations above to see available visit types.
Practice Forms
No forms yet
Get started by creating your first practice form.
Create New Form
Build a custom form based on a template.
1. Select Location
2. Select Template
Please select at least one location first. Choose clinic locations above to see available templates.
3. Assign Visit Types & Form Tags
Please select at least one location first. Choose clinic locations above to see available visit types.
No Template Selected
Please select a template from the left sidebar to start building your form.
Purpose: Generic Forms vs Consent Forms
Generic Forms = clinical intake / review questionnaires shown in patient paperwork (forms-fillup clinical tab)—not the signed consent bundle. Consent Forms = HIPAA and other consent language from templates; patients sign them via email link, portal My Consent Forms, chart Documents → Consent Forms, Check-In, or kiosk. Do not create consents under Generic Forms or expect Generic Forms to block check-in as consents do.
Open Form Management
Go to Administration → Practice Forms (route may appear as /forms or /practice-forms). You need Form Management permissions: View Generic Forms Tab and/or View Practice Forms (Consent) Tab. Super Admins see both. Without any form permission, Access Denied appears.
Location Prerequisite
Form lists and assignments are location-scoped. Select practice and location in the header first. Empty lists or nothing to send usually mean the wrong location or no active forms for that site.
Tab: Generic Forms
First tab. Lists clinic-built intake forms or shows No forms yet with + Create. Use for medical history–style questionnaires assigned to location + visit/service type + form tag. Patients complete these under portal / appointment paperwork clinical intake—not as the Consent Forms signing package.
Create Generic Form
Click + Create (needs Create Generic Form permission) to open the Generic Form Builder (/forms/generic-builder).
Generic Form Builder Layout
Three areas: Available Fields (nested categories such as Medical History), Form Design (sections and drag-and-drop canvas), and Form Details (title, description, location, visit types with tags, status). Build the layout, then Submit to save.
Available Fields
Expand field categories and add fields with + into the design canvas. Reuse the shared field library so intake stays consistent across forms.
Form Design Canvas
Add sections, drag fields into place, and order questions the way staff and patients should see them during clinical intake.
Tab: Consent Forms
Second tab in the live UI (labeled Consent Forms; older docs may say Practice Forms). Lists consent forms for the location or empty state with + Create. These are the forms staff send, booking auto-links, and Check-In requires when pending.
Create Consent Form
Click + Create (Create Practice/Consent Form permission) → /practice-forms/create. Steps: (1) select location(s), (2) choose a form template (HIPAA, etc.), (3) assign visit types with form tags (Once or On Every Appointment), set title/description/status, preview, save. Non-reusable templates can only be used once per practice; reusable templates stay available.
Form Tags: Once vs On Every Appointment
Once: patient signs that consent once; later visits usually skip it if already submitted. On Every Appointment: a new consent requirement appears for each qualifying visit (fresh link on booking). Wrong tag is a common reason forms do not reappear—or keep reappearing—when expected.
Activate and Assign Correctly
Only Active consent forms with location + visit type (or service type) assignment attach on new appointments. Edit via /practice-forms/edit. Deactivating a form stops it on new bookings; historical links may still show for past visits.
Staff Usage: Send Consent from Patients List
On Patients, use Send Consent Forms (needs Send Consent Forms permission and patient contact). Pick active consent forms for the header location; system emails a link to /consent-forms?link_id=…. Patient must log in to fill and sign. No email/phone → send fails.
Staff Usage: Chart Documents → Consent Forms
On the patient chart: Documents → Consent Forms. Typically Signed vs Available. Available: sign in-clinic or multi-select Send to Patient. Signed: view, print (if permitted), and review completed submissions. Other-practice charts may be read-only.
Booking Auto-Creates Consent Links
When a staff or public booking creates an appointment, EHR360 creates a consent form link for eligible Active Consent Forms matching location + visit/service type and Once/Every rules. Staff do not need to send email for those visit-attached consents to appear in check-in and portal paperwork—though email send is still available for ad-hoc packets.
Patient Usage: Portal and Email Link
Email opens /consent-forms?link_id=… (login required). Portal Consent Forms lists the patient’s links; fill fields, sign (ConsentFormSignature), submit. Appointment paperwork /forms-fillup also has a Consent tab (plus patient info, insurance, clinical intake for generics). Consent is not anonymous public fill without login.
Check-In Integration
Check-In shows a Consent Forms step when forms exist for the visit (same ensure path as portal paperwork). Pending consents block Complete Check-In (“all consent forms must be submitted”). Print check-in consent needs Print Check-In Consent Form permission. If no consents apply, the step is hidden. See Appointments → Check-In articles.
Kiosk Consent
Kiosk check-in can include a dedicated consent step using the same consent link / forms logic so patients can sign on-site before or during arrival workflows.
How Forms Relate (Summary)
Generic Forms → clinical intake in paperwork. Consent Forms (practice forms from templates) → consent_form_links → patient submissions with signature. forms-fillup = full paperwork hub; /consent-forms = consent signing. Check-In gates on consent only (not the full clinical intake builder).
Permissions (Form Management & Patient)
Form Management: View/Create/Edit/Delete Generic Forms; View/Create/Edit/Delete Practice (Consent) Forms; Fill/Stats where configured; Print Portal Patient Consent Form. Patient Management: Send Consent Forms; Patient Consent Forms Tab (under Documents); Print Patient Consent Form. Practice Management: Print Check-In Consent Form. Super Admin bypasses checks.
Common Issues
(1) Wrong location—no forms listed or nothing to send. (2) Form inactive or missing visit-type tag—never attaches. (3) Confused Generic vs Consent—intake vs signed consent. (4) Once tag—patient already signed, so it does not return. (5) Every Appointment—new link each visit. (6) No patient email—list send fails. (7) Pending consent blocks check-in—complete or sign in-clinic. (8) Template already used (non-reusable)—missing from create picker. (9) Expecting anonymous fill—patient login required after email link.