When a client completes a form, everything they entered is on one page: their answers, their signature, and when it was sent and opened. A clinician can sign it off once they've read it.
Before you start
- Who can do it: anyone who can see submissions. Editing answers needs permission to manage submissions, and signing off needs permission to manage clinical charts.
Open a submitted form
Find it
Go to Clients → Submissions and select the form. You can also open it from the client's profile, under Documents.
Read the answers
Form Response lists every answer in the order the form asked. Uploaded files are links you can open. Each signature shows when it was signed, or Not signed.
Check the details
On the right are the Client, the Timeline (created, sent, viewed, completed), the Email Status (sent, opened, clicked) and when the link expires.
Add a note
Use Notes for anything the team should know. The client never sees it.
Press k or j to go to the previous or next submission without going back to the list.
Add intake answers to the client's record
When a form asks for allergies or a date of birth, and the form's builder set that field to Offer as an allergy or Offer as the date of birth, the submission and the client's Overview show From the intake, not on the record yet. Each answer shows what's on the record now. Select Add to record, or Replace for a date of birth that differs, or Dismiss. Nothing changes until you choose, and only someone who can edit client records can add them.
Sign off as a clinician
Read the answers
Read everything the client entered.
Add a note if needed
Under Clinician sign-off, type a Note if the team should know something before treatment. It's printed on the PDF.
Sign off
Select Sign off. It records your name and the time, can't be undone, and locks the answers.
A form can be set to need a clinician's sign-off. Completed copies of it then wait on Today until someone signs them off. See Build a form.
Chase a form that isn't finished
For a form that's Sent, Viewed or Expired, the ⋮ at the top offers:
- Resend to email the client a fresh link;
- Copy link to send it yourself, or open it for a client at the desk.
Fix an answer
If the client hasn't signed, someone who can manage submissions can select Edit beside Form Response, correct an answer and Save changes. Every edit is recorded with who made it and when.
Once a client has signed, or a clinician has signed off, the answers are locked: Signed by the client, so the answers are locked. Send the form again to correct them. A consent with answers changed under the signature would be worthless. Send the form again and collect a corrected, signed copy; the original stays on record.
Hidden answers
If a form holds health information and your role can't see clinical charts, its answers show Clinical information hidden. Select Reveal when your work needs it. Each reveal is recorded with your name.
Download or archive
Select Download PDF for a copy with the answers and signatures. Archive hides the form from the active list.
Check it worked
A signed-off form shows Signed off by and your name. An edited answer shows Edited by with the name and date.
If something goes wrong
The client says the link expired
Select ⋮ → Resend on the form. They get a fresh link.
I can't edit an answer
The client has signed, or a clinician has signed it off. Send the form again for a corrected copy.
There's no Sign off button
The form isn't completed yet, or your role can't manage clinical charts.