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How to Send Forms and Assessments to Clients and Participants

Article author
Helen
  • Updated

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.

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.

 

To Assign a Form, Please Follow the Steps Below:

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

 

Select "Assign a form", choose the desired form, and click "Assign to {{Client Name}}".
Assign_Participant_Form_.png

You can check the status of your assigned forms by clicking on the clipboard icon. If the circle is blank, the form is incomplete. If the circle has a green checkmark, the form is completed and submitted. Completed_Participant_Form_Apt_List.png

 

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

Form_completion_details.png

 

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.

New_Form_Assigned.png

 

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.

Participant_Form_Completed___By_participant.png

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

 

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. Completing_a_Participant_Form.png

 

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.
Participant_Form_Completed___By_Provider.png

 

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

If you have any further questions, please do not hesitate to contact us at support@oncallhealth.ca.

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