Patient forms allow you to request and record personal and health information from patients before they arrive for their appointment. Getting to know your patient beforehand can be beneficial for treatment, help streamline administration and reduce information errors.
When a patient submits their completed form, their patient profile in your account is automatically updated with their details. It's a handy tool that not only provides you with clearer insight to the patient, but also significantly reduces your admin work.
Patient forms can be customised for a variety different uses. Some examples include:
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Intake forms
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Service agreements
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Consent forms
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Clinical tools or questionnaires
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Update payment details form
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Update Medicare card details form
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New referral upload form
To set up your patient forms, configure your patient form settings, then create the patient form template.
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An example of a Halaxy patient form |
An example of a white labeled patient form with custom branding |
What information can you capture in a patient form? Anything you need! Here are some common examples:
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Personal and contact details
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Card payment details
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Funding or claim details
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Referral details
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File attachments
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Responses to clinical templates or tools
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Responses to custom questionnaires (such as for during or after treatment)
In fact, patient forms are completely customisable to your needs!
When you send a patient form, the patient receives an email with a secure link that opens the form, where they can fill in their details. The link expires after a specified time (14 days by default), so patients must complete the form within that time.
After the patient submits the form, their completed form is saved as a clinical note in their patient profile.
Tip
You can assign different forms to specific fees, and request the appropriate information for any booking. For example, an initial consultation may require different information from subsequent treatment sessions.
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Click Settings > General.
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Under the section Patient Access, next to Patient form settings, click the
pencil icon.
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In the pop-up, configure the following settings:
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Require 2FA to access forms: Select to use or not enable two-factor authentication for patients to open their forms.
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Enabled: Patients are emailed an authentication code that they will need to enter to access the form.
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Disabled: Patients can access the form right away.
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Patient form expiry: Set the duration of timeafter sending the form link before it expires.
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Form link label: This is the text in the email that appears as the clickable link to the patient form wherever you add the dynamic term [Online Form Link]. This setting applies to all your forms. (Example label: Click here to complete your intake form)
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Online Booking settings: If you have online bookings enabled, configure these settings to automatically send patient forms when patients book online. For a complete guide, see this article: Enable automatic patient forms for online bookings
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Click Save.
You have set up your patient form settings. Proceed to the next section to configure your patient form content.
Note
If you enable two-factor authentication (2FA), the 2FA code is sent in a separate email after patients click the link. Make sure to inform your patients to check their inbox for the email containing the 2FA code.
You can create multiple forms for different purposes and select which one to use when sending.
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Click Settings > General.
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Under the section Template Settings, next to Patient forms, click the
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In the top right, click Add Form. (Note: Halaxy provides a default patient form that you can click to edit.) This takes you to the form editor screen where you can begin creating your form.
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In the Form Details section:
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Template Name: Enter a name for your form.
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Description (optional): Enter a short description of the purpose of the form.
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Status: Select the status of your form.
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Active: Available for sending.
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Archived: Unavailable for sending. (For forms that are outdated or no longer in use.)
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In the Form Content section, configure your content in the following tabs:
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Default Sections
Click the toggle switches to enable the patient profile items you want to include in this patient form. Each item can have its own introductory text and can be set to Required.
Example sections you can add to your patient form (click image to expand)
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Patient details **: Enable to request personal information such as name, date of birth, gender and contact info. If enabled, you can also request:
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Emergency contacts: Enable to request emergency contact details of the patient.
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Address: Enable to request patient to provide their address details.
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Time zone selector: Enable to request time zone to ensure appointment times and reminders are sent in the patient's time zone, if different to your practice.
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Introduction source: Enable to request source for how patient was introduced to your practice.
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Patient social history: Enable to include your patient social history form. (This option is only visible if you have enabled the Social History form in your Halaxy settings.)
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Card payment details: Enable to request credit or debit card information for payments.
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Bank account details: Enable to request patient's bank account details to deposit rebates.
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Claim and funding information **: Enable to request patient's claim and funding information for selected funders. When enabled, you must select the funders for the patient's claim details.
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Referral details **: Enable to request patients for their referral and referring practitioners' details for the selected funders in the Claim and funding information section. (This option is only visible when Claim and funding information is enabled.)
** Sections that have the option to request file uploads (.jpeg / .jpg / .png / .pdf) from patients. Tick the checkbox Include file upload to allow patients to upload files for this section.
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Templates
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Add Template: You can add clinical templates that you have created or imported, such as a clinical questionnaire or consent form. To remove a template from the form, click the
red X icon beside the template name.
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Custom Sections
To add sections and questions, follow the steps below.
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If you don't already have an existing section, click Add Section.
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Section Heading: Enter the name for this section.
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Description (optional): Enter a quick description or completion instructions for the section.
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For Questions / Fields:
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Click Add question.
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In the Question field, type the question or field you wish to add. (For complete instructions on setting up questions, see: Guide to clinical questions)
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If you have already used this question or field before, it will appear in a dropdown list for you to select.
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If this is a new question, you must scroll to the bottom of the list and click Add a new template question. In the pop-up, select the Answer Type for this question and configure how this question should be answered. Then select Save.
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(Optional) Tick the Mandatory checkbox if you require the patient to answer this question.
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(Optional) Click the
split arrows icon to add a conditional question. This allows you to add a follow-up question based on the answer to this question. (e.g. If the answer to the first question is Yes, display another question for "Please specify".)
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Add as many sections and questions as you need. Use the
up arrow and
down arrow to change the order of questions.
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To save your additions or changes, click Save.
Tip
You don't have to create everything from scratch - let Halaxy save you time! Use clinical questions to reuse questions from other clinical tools. You can also use data sets to reuse sets of answer options.
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To rearrange the order of your sections, click the Re-order Sections tab and use the
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(Optional) Under the Attachments section, you can attach files you wish to send to patients - such as a flyer or pamphlet for your practice. These files will be attached to the email when you send the form.
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When you're finished, click Save.
You have successfully set up a patient form.
From here, you can send your form to patients, or you can create another form to assign to specific fees or appointment types.
Tip
You can add a consent form as a template (in the Templates tab) to capture your patient's signature or consent as agreement to treatment or terms and conditions. To do this, you must first set up a consent form template.
If you need to create multiple forms that share similar content, you can save time by duplicating an existing form, so you don't have to build from scratch.
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Click Settings > General.
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Under the section Template Settings, next to Patient forms, click the
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In the list, click the patient form you wish to duplicate.
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In the top right, click Copy Form.
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A new copy of the form is created. Give it a new form name and fill in the details as required.
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Click Save.
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Click Settings > General.
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Under the section Template Settings, next to Patient forms, click the
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In the list, click the form you wish to edit.
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Make your changes to the form as needed.
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Click Save.
Note
When you edit an existing patient form, it will update in all the active form links that have been sent out to patients.
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