Advanced Form Creation

Your PracticeQ forms are fully customizable and allow for various setups and use cases!

Below are some advanced form setups PracticeQ offers.

Use Mapped Fields and Pinned Notes to Prefill Information on Questionnaire and Consent Forms

At times you may need to enter information into a form before sending it to a client. While it's possible to have a practitioner/assistant enter information into a questionnaire form in office use only fields after a client has submitted a form, in order to populate information to a form before sending it to a client, you'll want to use mapped fields and pinned notes. This works by first creating the questionnaire/consent form and then creating the treatment note. It's advised to use mapped fields, where possible, as they are more flexible then pinned notes, and Pinned notes do not work with Consent forms.

To set this up using Mapped Fields:

Create a treatment note and add questions that relate to the information you want to pre-fill on the Questionnaire/Consent form.
Save the note template and close it.
Click Lists → Clients.
Click the three dot icon and select Profile Settings. Add new mapped fields here (setting the type and adding a field title).
Click Save and click Yes to create these fields on all client timelines.
Open the treatment note again and manually map the fields to the questions you created. Click Save.
Open the original questionnaire or consent form and set the mapped fields the same as on the treatment note. Save the changes to the form.

Now, the treatment note will export the mapped fields from the note when it's been filled out and locked on the client timeline. This will store the information and automatically populate these fields to the Questionnaire/Consent form when it's sent to the client.

Please note the following:

Any fields that were left blank on the treatment note will be blank on the questionnaire/consent form (the system will have no information to pre-fill the form for that specific question).
The form must be sent to the client's email address or, if using a public URL, email verification MUST be enabled or they MUST be filling out the form on a device in your office with secure office device authentication enabled. Automatic population of data on the form requires one of these to be true.
The information you entered into the note on the client's timeline will ONLY populate to that client when filling out a form. No other client will see the information, as the information that the system is using to pre-fill the form is being pulled from that client's timeline.

To test that everything is set up correctly, do the follow:

Click Lists → Clients and create a new client. Use any name you wish, but add your email address for the client (so that you can receive and the test the form in step 3).
Add the treatment note to the client's timeline, fill it out, and then save and lock the note. The system will pull the information from the fields and store it on the client's timeline.
Send the questionnaire/consent form to the client's email address. You will then be able to log into your email address and open the form as the client would, and all the information that was entered into the note should have pre-filled.

Use Mapped Fields to Display Information on a Consent Form

Often you will want to send information to a client that they can view, respond to, and sign off on. Use mapped fields in treatment notes and mapped labels in consent forms to enter custom information that the client can view without the ability to edit the information. The mapped label field is designed to display mapped information only. To set this up, first follow the above guide to set up the treatment note and the consent forms. For any information you want to populate to the form, click Add Field → Mapped Label, and set the mapping.

Clients will receive the form and still be able to enter information in any of the text fields. However, the mapped labels will be used to display custom information from the practitioner/assistant. A common reason to use this feature is when you have a Release of Information consent form and you need to enter some basic information on the form before sending it to the client. For example, you could enter the Practitioner Name and the types of records you're requesting. Overall, mapped labels are great for any situation where the information needs to be entered before the client has access to fill out the form, and you want to make sure that the client is unable to change the information.

"Office Use Only" and Rules

The above explains how fill out a form before sending it to a client. However, there are cases where you may wish to order labs for the client, or request supplements/vitamins for the client, and wish for them to review, approve/decline the suggestions and sign off on the form. This can be set up by using pinned notes to allow check boxes. In this example, add a new question to your treatment note and set it as Multiple Choice - Single Answer question type, enter a question title, and set up your check boxes. Then, under Question Options, check Pin to Client Profile and For Office Use Only. Next, duplicate this question to a questionnaire form.

With these settings, the pinned note will appear as a hidden question on the client's timeline, meaning that client will not be able to see it, and it will not appear on the PDF/Printout when you share the note with the client/3rd party. However, you can still set up rules on this 'hidden' question, and the pinned note will populate the answers you checked in the treatment note.

Please see the following example:

Question is set up to include the following options:
• Blood Test
• Urinalysis
• Hair Test
On the treatment note, the doctor chooses Blood Test as the recommendation, then saves and locks the note.
The system pulls the question to the client's timeline, and when the questionnaire is sent to the client, this question is hidden and the client doesn't see it, but the system detects the question.
A rule is applied that, If > Question > Equals > Blood Test, then show follow up question. The system displays the follow up question in this case, as the invisible question still triggers the rule which triggers questions to appear/be hidden.

Thus, a note can be set up that allows a form to be customized specifically for the client. Another example of this is that you want to perform a procedure on a client and each different type of procedure you have requires one or multiple different consent forms to be filled out and signed by the client. While you can have the client fill it out in your office, you can also set up a question in a treatment note that allows the practitioner to check off the procedure(s) to be pre-formed, save and lock the note and then send the questionnaire to the client, with rules set up to display only the specific consent forms that the client needs to read/fill out/sign. Since the office use only question is hidden, the client cannot edit what questions/forms appear, the client isn't aware that the system is using these features, and just sees that a form was sent that is fully adapted to their needs.