How to Send Forms and Assessments to Clients and Participants

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Updated March 17, 2023 18:55

Overview

Providers and coordinators can easily assign digital forms and assessments to clients to help collect any necessary client information before, during, or after an appointment. Follow these steps to learn how to do so

Note: To be able to assign a form, you will need to have created at least one form in your account. If you have not created any forms, please use the Form Builder to create one or contact support@oncallhealth.ca for help in adding a new form to your account.

Please also note that on mobile devices, providers and coordinators cannot schedule form delivery or complete forms on behalf of patients

Guide 📖

After creating the appointment, click the paper clip icon on the top right corner of the Appointment card.

Select "Assign form", choose the desired form, and click "Next: Delivery options" to choose the delivery date of the form

Choose the delivery option ("Assign now" or "Schedule") that you prefer and select the participant(s) that you want to assign the form.

If "Schedule" is selected, the delivery date and time will need to be filled in so that the participants will be informed via email and prompted to complete the form on the scheduled date.

All the details of the form, including who completed it, when it was completed, and its status, will be present on the form preview.

What Happens for Clients and Participants After You Assign a Form?

They will receive an e-mail letting them know they have a new form to complete. If a form is assigned on a scheduled date, the e-mail notification will not be sent until the scheduled date and time.

They can click on the prompt in their notification email to access their account & complete the form. Once clicked, they will be prompted to the assigned form directly. They will also have the option to "Complete later", if applicable.

What Happens After Clients or Participants Submit Their Form Responses?

Once the participant submits their form response, you will be notified via email.

Clicking on the prompt in this email will take you to the form automatically so that you can review their responses.

If your signature is also required on the form, you will be prompted to add your signature to the form after clicking the link. For more instructions to add your signature, please refer to this guide.

Completing Forms on Behalf of Clients or Participants

In order to increase form completion rate and allow providers to collect necessary client information via various channels (i.e. calling participants to collect answers for intake forms due to their unfamiliarity with technology, or due to things like an unstable internet connection, etc), we have expanded the form completion permissions to allow providers and coordinators to complete forms on behalf of their clients. Click here to learn more.

Please contact your Customer Success Manager directly to have them enable the permissions for you to complete Participant Forms.

Please Follow the Below Steps to Complete Forms on Behalf of Clients or Participants

Log into your account & navigate to the form that you have assigned to that participant. Click on the form & start adding responses on behalf of the client.

Once you finish the form and click on "Submit", the participant will be notified via email and will be able to review the form responses by clicking on the prompt in the notification email.

If the form that you are completing on their behalf also requires their signature, the client will receive an email notification about their signature being required after you submit the response. From there, the client can add their signature, which will trigger a notification to let you and the client know that the form is fully completed and signed.

If you are looking to save your form as a PDF or how to print your form, learn how here. If you are looking to assign a form and complete it yourself without exposing it to your participants, learn how here.