Digital Forms

Digital Forms Basics Writebacks in Digital Forms
  • Send Digital Forms in the Weave App (beta)

    Once your forms and packets are created, send them to your customers within your browser or desktop app.

    Learn how to access the Weave app (beta).

    Send in a Contact Profile

    1. Within a contact profile, click the Forms_Elements.svg Send Form icon

      Tip: There are several ways to access a contact profile, including through the universal search bar at the top of the Weave app, Calendar.svg Schedule, Inbox.png Messages, and Contacts.svg Contacts.

    2. Select a form or packet
    3. Click Next
    4. Attach any additional documents if desired by dragging the file or clicking on the box and choosing from your computer

      Tip: If the PDF you attach (such as a treatment plan) requires an e-signature from the recipient, make sure to leave the Patient E-Sign Required toggle on.

    5. Choose to Send Directly to Recipient
    6. Select the number or email you would like to send the message to
    7. Compose your message by typing in the text box
    8. Click Send

    Send through Digital Forms

    1. Within the Weave app, select the Forms_Elements.svg Digital Forms icon in the left navigation
    2. Click My Forms
    3. Select a form or packet
    4. Click Send in the top right corner
    5. Search and select the recipient
    6. Add any additional documents if desired by dragging the file or clicking on the box and choosing from your computer

      Tip: If the PDF you attach (such as a treatment plan) requires an e-signature from the recipient, make sure to leave the Patient E-Sign Required toggle on.

    7. Click Next
    8. Choose the delivery method (Send Directly to Recipient or Send on Kiosk- coming soon)
    9. Click the number or email you want to send to
    10. Compose your message using the text box
    11. Click Send

    Send through Message Threads

    Create a Form Template

    1. Click the Settings button in the top right corner of the Weave App
    2. Select Messaging in the left navigation menu
    3. Click Manage Message Templates in the Templates section
    4. Select the Create New Template button in the top right corner
    5. Fill out the following information 
      • Title
      • Location 
      • Template Type (Form)
      • Template Message: Make sure to include the Weave Forms Link dynamic field if you would like the receiver to be able to fill out your forms.
    6. Click Save

    Send the Form Message

    1. Open the message thread for the contact you would like to send the form or packet to
    2. Click the FormsIcon.svg Form icon 
    3. Choose the packet or form you would like to send 
    4. Click Insert
    5. Choose the existing template you would like to use or Create New Template
    6. Click Send or Schedule Send
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  • Add Conditional Logic to Your Form

    Personalize your patient's experience filling out forms by showing questions based on the previous answered questions in the form.

    Add Conditional Logic

    To apply conditional logic, a form must contain more than one field.

    1. While editing or creating a form, find the field you would like to have conditional logic. Make sure any fields you would like to make conditional are also added
    2. Click Add Condition in the bottom right corner of the field box you would like to add conditional logic to
    3. Use the dropdowns to fill out the If the answer is, Then, and Field boxes

      Tip: You can choose multiple fields to make conditional.

    4. Click Save Form when finished editing. You can also Preview the form in the top right corner to make sure your conditional logic is acting as you want

    The field that has been made conditional (the one chosen in the condition dropdown) will be hidden unless the patient chooses the correct answer to show the fields.

    Examples

    Insurance Information

    To collect insurance details only from patients who have insurance, add a Yes/No Question Element and change the title to “Do you have insurance?” Make sure to add any questions a patient with insurance will need to answer, such as Policy Holder Name, Group Number, Insurance Id, etc.

    Click Add Conditions in the new Yes/No Question field. The dropdowns should look as follows:

    • If the answer: Is equal to
    • Value: Yes
    • Then: Show
    • Field: Policy Holder Name, Group Number, Insurance Id

    Click Preview in the top right corner to see if the form works how you would like.

    Gender

    If you would like to collect information based on the gender of the patient, you would add the Gender field to your form. You would also need to add whatever questions a patient would need to answer based on their gender (such as pregnancy history).

    Click Add Conditions in the Gender field. The dropdowns should look as follows:

    • If the answer: Is equal to
    • Value: Female
    • Then: Show
    • Field: Pregnancy History

    In this case, if someone answers Female to the Gender field, the Pregnancy History field will pop up.

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  • Digital Forms Pre-Fill Fields

    Take a look at how we make a better experience for your customers through Pre-Fill Fields when they fill out Digital Forms.

    How does Pre-Fill Fields work?

    Customers who have filled out a form for you previously can choose to have a one-time password sent to their mobile phone number and email while filling out a form or packet to verify their identity. Once the password is entered, Digital Forms will fill out most of the fields in the form for them based on their previous answers.

    What fields will pre-fill?

    Digital forms will pre-fill all fields except social security number, signature, E-signature, and card capture. Customized elements must match identically from form to form to pre-fill.

    What does the one-time password look like?

    Customers receive a 6-digit code to enter as the one-time password.

    When can a customer request a new one-time password?

    Resend is available 1 minute after a request. Each password is valid for 3 minutes.

    What if a customer does not receive a one-time password after sending a request?

    Make sure the customer's phone number and email are correct.

    What type of Digital Forms requests allow Pre-Fill Fields?

    Fields can be pre-filled in unique link requests including auto-reminders, forms sent through the legacy desktop app or Weave app (beta), and "I'll check in the patient" in Kiosk Mode.

     

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  • Manage Your Digital Forms Submissions

    See every form you’ve sent to your customers and if it’s been submitted, expired, completed, and more in the Digital Forms Dashboard.

    Digital Forms Dashboard Weave App (beta)

    Digital Forms Dashboard Overview

    To track which forms have been submitted, select Dashboard in the Digital Forms Dashboard. There are several sections that show where the submission is in the process. See a description of each section by hovering over its name.

    Inbox

    Next to the Inbox, you’ll see a number that shows the number of unread submissions. All forms that need your attention will fall into the Inbox. By clicking the dropdown, you’ll see your submissions separated into several categories:

    • Recent: All forms submitted in the last 7 days that need your attention.
    • Needs Review: Form submissions that your provider or admin needs to approve or reject. Only the Forms Providers and Forms Admins can see forms in this section. See your role. Learn more about Provider Review.
    • Sync Manually: Form submissions that you need to sync manually. Also includes submissions approved by your provider or admin. This will only appear for those who have integrated management systems.
    • Retry Sync: Form submissions that failed to sync. Try syncing them again. This will only appear for those who have integrated management systems.

    Reviewed

    Any form submissions that your provider or forms manager approved or rejected appear in Reviewed.

    Click the dropdown to separate the submissions into Approved and Rejected submissions.

    Only Forms Providers and Forms Admins can see Submissions that are Reviewed. See your role. Learn more about Provider Review.

    Completed

    Forms that have completed sync (for integrated management systems) or forms that weren’t set to sync and have been viewed.

    If your management system integrates with digital forms, the completed forms will be separated into two tabs: With writebacks and Without writebacks. Click between the two at the top of the Completed page.

    • With writebacks: Submissions successfully synced to your management system
    • Without writebacks: Submissions that could not sync die to your Digital Forms writeback settings when the forms were submitted

    Sent

    See all forms that have been sent to your customers, but have not been submitted yet in the Sent section.

    Each submission tile includes the amount of time since the form has been sent. Hover over the Sent icon to see the exact date.

    You can also see how long ago the link for the form expired. Hover over the Alert Alert icon to see the exact date the form expired.

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

    Archived

    All forms, regardless of status, that have been archived appear in the Archived section. They will not be listed anywhere else.

    Archive Form Submissions

    Old submissions may start to pile up in the Dashboard. You can archive these to make it easy to find the new information coming in.

    1. Open the dashboard18x18.svg Dashboard section in the Digital Forms Dashboard
    2. Click the checkbox next to submissions you would like to archive
    3. Select Archive Selected at the top of the list

    You can also archive any submission after clicking into it by selecting the More.svg More icon and Archive.

    Remove Submissions from the Archived Section

    1. Click into the desired submission
    2. Selecting the More.svg More icon
    3. Click Unarchive

    Digital Forms Indicators

    Some indicators will appear across sections of the Digital Forms Dashboard to offer extra information about the submission or contact. These indicators will also be visible next to the contact name within the Blue_Patients.svg Patients or Customers section in the desktop app.

      • Failed Sync (Integrated management systems only): Submission was unable to write back to your management system because of the way contact was created in Weave.
      • CC: The form was submitted for a custom contact that was added directly into Weave
      • CSV: The form was submitted for a custom contact that was imported from a CSV file

    You will not be able to see the writeback section on these submissions. You can still download the PDF manually from the Forms Portal to take any necessary actions.

    Download a PDF of a Form Submission

    1. Click on the form submission you wish to download in the Inbox
    2. Find the Form heading
    3. Click on the Download.svg Download icon next to the submission name
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  • Duplicate Forms, Sections, or Fields within Digital Forms

    Easily duplicate forms, sections, or fields with Digital Forms Cloning. 

    You must have the user role of Super Admin or Forms Manager to access this feature. See your role.

    Duplicate a Form (Within the Same Location)

    1. Select Forms_Builder.svg Form Builder in the Digital Forms Dashboard
    2. Make sure you are in the Forms section
    3. Find the form you would like to duplicate
    4. Click the More.svg More icon in the top right corner
    5. Select Copy Form 
    6. Type the name of the duplicated form into the pop-up
    7. Click Copy

    Duplicate Forms Across Locations (Unify Only)

    Unify is a specific package for multi offices and may not be a part of your current Weave software.

    1. Check the box next to the forms you would like to duplicate within the Forms Builder
    2. Click Clone Selected on the top of the screen
    3. Select the location(s) where you would duplicated form to appear
    4. Type Clone Forms to confirm the action
    5. Click Clone 

    Note: Cloning cannot be undone once completed. To remove a duplicated form you will need to Trash.svg Delete the form 

    Once completed, you can view and edit the duplicated form in your location(s). To edit the forms please refer to the Weave Help article Create or Edit a Form

    Duplicate a Section

    1. Within the Form Editor, hover over the header of the section you would like to duplicate
    2. Click the Copy.svg Copy icon 

    The duplicated section will appear below the original section. Any primary fields will not be copied with the section, because they can only be used once in a form.

    Duplicate a Field

    1. Within the Form Editor, find the field you would like to duplicate
    2. Click the Copy.svg Copy icon
    3. Select Duplicate in the pop-up box
      • If you select Don't ask me again until the next session, the pop-up box will not appear until you log in to Digital Forms again.

    You cannot copy a primary field because each can only be used once in a form.

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  • Use a Template to Create a Form

    Use templates in the Digital Forms Dashboard to quickly create new forms that collect important information from your customers.

    Create a Form Using a Template

    1. Select template18x18.svg Form Templates in the Digital Forms Dashboard
    2. Hover over the template you would like to use to create a form
    3. Click View
    4. Select Make a Copy in the top right corner
    5. Click View Form in the pop-up

    The new form will pop up in the Form Builder. You can edit the newly added form by selecting the Edit.svg Edit icon in the top right corner.

    Template Gallery Overview

    • Use the View icons in the top right corner to change the view between the tiles and a list.
    • Select the Star next to the name of a template to add it to your favorites list. Click the star again to remove it from your favorites list.
    • Sort using the dropdown in the top right corner to see the templates in order of:
      • A-Z
      • Oldest to Newest
      • Newest to Oldest
      • Most Popular 
    • You can also search the templates to quickly find what you're looking for. 
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