Send a Form or Packet

Once you have created your digital forms and packets you are ready to start sending them out to your customers.

The availability of this feature is dependent on your Weave bundle. Schedule a time with a Weave representative to learn more.

Note: Depending on your practice management software, you can also add forms and packets to your auto-appointment reminders. Click here to learn more.

Video Overview

You can send a form or packet from your Weave desktop app in the following ways:

Messages
Patients
Forms (See separate article for instructions)
Auto Reminders (See separate article for instructions)

See how patients interact with each type of link:

You can add a public form link to your website or send it to a patient who may not yet be in your system through text, email, social media message, etc. Customers who fill out a form through a Public Link will have to verify their identity through the pre-admission registration form before they can move on to your form or packet. Forms sent through Messages, Patients, or Auto Reminders will not include the pre-admission registration form.

A form sent to a current patient through messages, digital forms in the desktop app, or auto reminders is a unique access link and will ask them to verify their identity through a one-time password sent through email or text. This allows forms to automatically fill out much of the general information on the form.

If they cannot authenticate through the password, they can still fill out the form by selecting Fill Out Manually at the bottom of the page. The fields will need to all be manually filled out.

Note: Forms that are not filled out will expire 1 hour after the scheduled appointment time. If a form is not associated with a scheduled appointment, it will expire 15 days after being sent.

Send from Messages

Sending a form from Messages allows Digital Forms to autofill the patient's name.

In the desktop app, select Messages
Search for the Patient or Customer Name
Click on the desired contact

Tip: Click the message icon next to the patient name to choose the desired number to text
Click on the Forms icon in the conversation window
Use the dropdown arrow to select a form or packet
Select the method of delivery (text or email)
Click to Send
Edit the message in the text box as needed
Click Send

Note: You can only see the Forms icon with customers saved as a contact. You must copy and paste the link into messages with customers not saved as a contact.

Send from Patients/Customers

Sending a form from Patients/Customers allows Digital Forms to autofill the patient's name.

In the desktop app, select the Patients/Customers
Click on the desired patient’s photo or icon

Tip: Click the message icon next to the patient's name to choose the desired number to text
Click on the Forms icon
Use the dropdown arrow to select a form or packet
Select the method of delivery (text or email)
Click Send
Preview and Edit your message as needed
Click Send

Note: If family members share the same phone number you need to send the form from the patient profile, so the correct name is populated in the text and form.

Public Form Link

The Public Form Link allows you to post a form or packet on your website, or send it to a customer who might not yet be in your system. Customers who fill out a form through a Public Link will have to verify their identity through the pre-admission registration form before they can move on to your form or packet.

You can access the Public Form Link in your Digital Forms Dashboard on form or packet.

Select Form Builder
Click on a previously built form or packet, or choose to build a new one
Click the Copy Link icon in the top right corner
Paste the link wherever you need the form to be accessed

You can then copy this link into a message, email, website, social media page, etc.

Once a customer fills out your form, it will appear in the Form Activities tab under All Submitted.

Digital Forms Dashboard

Open the Digital Forms Dashboard
Select Form Builder
Click on a previously built form or packet, or choose to build a new one within the Forms section
Select Send
Click Send within the pop-up

The desktop app will open and ask you to select a client to send the selected form to.

Sending Forms to Dependents within a Family

You may want to send a form to be filled out for a child's or dependent's appointment. To do that, follow the instructions above under the Sending from Patients/Customers tab, and choose the family member who the form needs to be filled out for.

When the form is sent by selecting the correct patient, the message will let the guardian know the form needs to be filled out on behalf of the dependent.

When the form is opened by the guardian, the name of the dependent will appear at the top of the form with the tag Dependent to help avoid any confusion.

Digital Forms Notification

If you have Digital Forms notifications turned on in the desktop app, you'll receive a notification every time a patient submits a form or packet.

Select View to:

Mark the form submission as read by clicking on the submission
See form details in the Digital Forms Dashboard by clicking the Ellipses icon and selecting See Form Details
Mark as unread by clicking the Ellipses icon and selecting Mark as Unread

Or select Ignore to remove the pop-up notification

Send a Form or Packet

Video Overview