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Engagement: How to Set Up Automated Forms
Engagement: How to Set Up Automated Forms

Learn how to send out forms automatically based on patient status or time period

Grace Richards avatar
Written by Grace Richards
Updated over a week ago

Save time with patient paperwork by setting up forms to be sent out automatically based on patient status or time period.

In this article, you'll learn about:

Looking for information about automated consents? Click here!

Watch this short video to learn more about how to set up automated forms:


Set Up Automated Forms Rules

Note: In order to edit Forms in Engagement, you must be an Admin user. If you are an Admin user and don't see the Edit pencil icon, please contact Support for assistance.

  1. Go to Settings by clicking the gear icon in the upper right hand corner

  2. Click on the Forms tab

  3. Click the drop down menu in the Existing Patients column and select the desired rule for the selected form (click here to learn more about setting up forms for New Patients)

  4. After you have modified the Existing Patients form rules, scroll to the bottom of the Forms tab and be sure to click the blue Save button to apply your changes

Automated Forms Rules & Definitions

When you access the Forms tab in Engagement Settings, you will see a column titled, Existing Patients. This column includes a drop down menu that allows you to choose when forms are available to be completed by the patient once the form is delivered.

Click here to learn more about setting up automated forms for new patients.

The availability options are as follows:

Manual Only

The form will only be sent to patients if a team member sends the form manually. It will never send automatically

Optional: Patient Choice

Patients will always have the choice to fill out the form when they receive a forms filling request

Required: Once

Every patient will be required to fill out the form once through Engagement [Modento]. It will be marked as required for every visit until it is completed. Once the form has been submitted at least once, Engagement [Modento] will not ask for it automatically again

Required: Every visit

Every patient will be sent the form for every appointment. However, Engagement [Modento] will not send the form twice for appointments that are within 24 hours of each other

Required: Every 6 months, cannot be updated between intervals

Engagement [Modento] will require the form to be filled out by the patient at their next appointment. After the first time a patient fills out the form, Engagement [Modento] will require the form to be filled out at the next appointment scheduled 6+ months after the date they originally filled out the form

Required: Every 6 months, patient can update sooner

Engagement [Modento] will require the form to be filled out by the patient at their next appointment. After the first time a patient fills out the form, it will require the form is required to be filled out at the next appointment scheduled 6+ months after the date they originally filled out the form. Patients will always have the choice to fill out that form when they receive a forms filling request

Required: Every year, cannot be updated between intervals

Engagement [Modento] will require the form to be filled out by the patient at their next appointment. After the first time a patient fills out the form, it will require the form to be filled out at the next appointment scheduled 12+ months after the date they originally filled out the form

Required: Every year, patient can update sooner

Engagement [Modento] will require the form to be filled out by the patient at their next appointment. After the first time a patient fills out the form, it will require the form to be filled out at the next appointment scheduled 12+ months after the date they originally filled out the form. Patients will always have the choice to fill out that form when they receive a forms filling request. They can update this form at any time if they utilize the patient app.

Required: Every 2 years, cannot be updated between intervals

Engagement [Modento] will require the form to be filled out by the patient at their next appointment. After the first time a patient fills out the form, it will require the form to be filled out at the next appointment scheduled 24+ months after the date they originally filled out the form

Required: Every 2 years, patient can update sooner

Engagement [Modento] will require the form to be filled out by the patient at their next appointment. After the first time a patient fills out the form, it will require the form to be filled out at the next appointment scheduled 24+ months after the date they originally filled out the form. Patients will always have the choice to fill out that form when they receive a forms filling request.

Required: When medical update due, cannot be updated between intervals

When a health history has not been submitted through Engagement [Modento], it will require the form to be filled out X months after the patients last completed appointment in the PMS. X is the number input into this field:

Once a health history has been submitted through Engagement [Modento], it will require the form to be filled out for the next appointment scheduled X months after the patient last completed the Health History form in Engagement [Modento]. This date is calculated off of one completed Health History form in Engagement [Modento]. This option will not work if you use a separate form for Medical History Updates

We do recommend that this only be used for the Health History form. Any other form that has this option selected will be required whenever the Health History form is required. This means that if they submit one form marked as “When Medical Update Due” but did not complete the medical history, Engagement [Modento] will still require that form again until the medical history has been filled out

Required: When medical update due, patient can update sooner

When a health history has not been submitted through Engagement [Modento], it will require the form to be filled out X months after the patients last completed appointment in the PMS. X is the number input into this field:

Once a health history has been submitted through Engagement [Modento], it will require the form to be filled out for the next appointment scheduled X months after the patient last completed the Health History form in Engagement [Modento]. This option will not work if you use a separate form for Medical History Updates

We do recommend that this only be used for the Health History form. Any other form that has this option selected will be required whenever the Health History form is required. This means that if they submit one form marked as “When Medical Update Due” but did not complete the medical history, Engagement [Modento] will still require that form again until the medical history has been filled out

Patients will always have the choice to fill out that form when they receive a forms filling request

Available ONLY during check-in window

The form will only be sent automatically to patients with the Check-In Request Notification or with Reminders set up to send within the check-in request window. The forms will also be available on the kiosk for patients to fill out when checking in via the kiosk.


When are Automated Forms sent?

Once forms have been automated with rules, these forms will be sent with specific Automated Appointment Communication messages when they are enabled in your Settings. Here is a list of the automated appointment communication messages that will include forms:

  • Welcome notifications

  • Save-the-date

  • Check-in request notifications

  • Appointment reminders

Click here to learn more about automated appointment communications.

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Keywords: setup, setting up, set-up, getting set up, getting started

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