Forms are part of the Engagement module. If you are interested in learning more, CLICK HERE to request a demo!
Dental Intelligence provides you with a library of industry standard forms and consents that were created and developed by our team members with firsthand experience in the dental field. Our forms and consents require minimal customizations so that you can start using them right away, with just a few small changes.
1. Before You Begin: Check Permissions
Can't see the edit (pencil) icon? Can't access the Forms or Consents tab? This is the most common issue users encounter — and it almost always comes down to permissions.
You must be an Admin user to edit forms and consents. There are two things to check:
You don't have Admin access — Contact an admin at your practice to update your user permissions. Learn how to update user permissions.
You are an Admin but still don't see the pencil icon — Contact Dental Intelligence Support for assistance.
2. Next: Access Forms and Consents
Both Forms and Consents are managed from the same place: Dental Intelligence Settings.
Click the gear icon in the upper right corner of Dental Intelligence
Click the Forms tab to access the forms library, or the Consents tab to access the consents library
Previewing forms before editing: Click the Default or Minor buttons next to any form to open a preview in a new window.
Default forms — For adult patients or patients without a birthdate on file
Minor forms — For patients under the age of 16
Editing Spanish-language forms: In the Forms tab, click the Select Language dropdown and choose Spanish before selecting a form to edit. Learn more about preparing forms in Spanish here.
3. Make Edits to Forms and Consents
Understanding What You Can Edit Yourself vs. What Requires a Support Ticket
✅ You Can Edit These Yourself
(Requires Forms and Consents Editor permission)
Forms | Consents |
|
|
🎫 These Changes Require a Support Ticket
Please submit a forms ticket for help with the following:
Forms | Consents |
|
|
Please allow 5 business days for your forms and/or consents customization request to be completed once you have submitted a ticket.
Note: Procedure code names in consents cannot be modified. Custom codes from your Practice Management Software (PMS) are not recognized in forms and cannot be changed.
We recommend you look through the existing forms and consents library to identify if there are any changes that need to be made to customize them to meet your practice needs.
Using Placeholders in Forms and Consents
Placeholders automatically fill in patient or practice information pulled from your PMS or Dental Intelligence Settings, personalizing the experience without manual data entry.
Common placeholders:
{{patient_name}}{{patient_dob}}{{tooth_number}}
Placeholders can be added when editing both forms and consents. View the full placeholder key.
Map Medical Alerts from your Health History Form
By default, Dental Intelligence pulls all existing Medical Alerts that are added to your Practice Management Software. You have the option to Auto Map these alerts to the questions existing in your Health History forms.
First, medical alerts need to be added to your practice management software. Once alerts have been added, allow 24 hours for the alerts to sync with Dental Intelligence, then follow the alert mapping process outlined in this video.
4. Send Forms and Consents to Patients and Kiosks
Send a Test Form to Yourself First
If you'd like to test what the form process looks like or see how your form will appear for patients, you can either preview the form/consent or send a forms link request to yourself.
To preview a form: Click on the Default or Minor button in the Forms/Consents tab of Settings.
To send a forms request link to yourself: Make sure you've set up an unlinked test patient in Patient Finder using your contact information (personal cell phone and email address). Then, follow the steps to send a form manually to your test patient (aka, you).
Choose When/How Often Forms are Automatically Sent to Patients
Save your team time by setting up forms to be sent out automatically depending on patient status or time period.
Send Paperwork to Patients Manually
In addition to requesting forms automatically based on time periods, you can also send forms and consents to a kiosk in your office or directly to your patients via text or email.
5. Last: Sign Completed Forms
Once a patient has filled out and completed their forms, the last step is for the provider to sign the form. Once a form or consent is signed, it's set in stone – no edits or deletes allowed. Learn more about managing electronic signatures and how to sign forms in Dental Intelligence.
Important notes:
Only one provider and one patient signature is available per form. Multiple providers and patients cannot sign the same form.
Users with the Doctor role in Dental Intelligence and the 'Can Sign Forms' permission selected have access to sign forms electronically without additional setup required.
By default, most forms in Dental Intelligence are set up to be signed by the Doctor. If you would like to allow other roles to sign specific forms/consents, please contact Dental Intelligence Support.
Forms and Consents Write Back and Data Syncing
When Dental Intelligence digital forms and consents are completed by patients, certain forms fields will automatically write back into your practice management software. Depending on the type of software your practice utilizes, completed forms and consents will write back into certain areas within your practice management software.
Important note: If you customize any of your forms, they will not integrate with your PMS the same way our standard forms do. As a result, certain information will not automatically sync or write back. Consider this before making any customizations. Learn more here.