Please Note: This guide is only applicable to users accessing our new Express v2 system. If you have not had your system updated to this version of Express you can contact firstname.lastname@example.org to see if you are eligible for an upgrade.
Send your client a custom form from PPS for them to fill out online and return to your PPS Express system.
Section 1 - Set up
Important: These settings are only applicable if you only have an Express system, if you also have a PPS system you will be able to configure these settings in PPS.
You will need to be logged in as the System Administrator to access these settings.
a. Activity Template
The client will receive an email with the link to the form so this is where you can set up the template for the email that the client will receive.
The client will also receive an SMS message with the password to access the form to ensure that the form is securely sent and confidentiality is guaranteed.
Navigate to the Settings menu in the top right corner and then System Settings > Online Client Forms. Here you will see the text and you can edit it as needed.
Tip: You will see 2 merge fields in these templates do not modify these merge fields as they will be needed to pull through the link for the client to open the form in the email, and the password for the client to access the form in the SMS.
b. SMS Account
You will need to have an SMS account set up to be able to send an SMS to the client with the password to be able to access the online form.
If you have not set up your SMS account this guide will show you how.
c. Set up the Clinic Name
Please Note: You will need to be logged in as the System Administrator to access these settings.
Ensure that the clinic name has been added by going to the Settings menu in the top right corner and then System Settings > Clinic Details.
The clinic name will show at the top of the form when the client opens it.
Section 2 - Sending a Form
Once the forms are configured you can search for the relevant client and navigate to the Client Details screen and select Send Custom Form.
You will then need to check and select the following details before the form can be sent:
- The client name.
- Email address and mobile number - these will be automatically populated from the client details but if no details have been saved for the client or alternative details need to be entered you can select to Override Contact Details and enter them in manually.
- Choose the correct form to send out.
- The expiry date for the form - this will mean that the form link expires after a certain time. This could be important if you are asking the client to fill out a form in readiness for an upcoming appointment, the appointment date could be the form expiry date, for example.
- Notes - additional notes or instructions for the client can be added here.
Once these details are entered you can click Send and the email with the form link and the SMS with the access password will be sent to the client.
Important: Forms containing Body Charts or Images and Charges cannot be sent to the client for them to fill in. These question types are not compatible with the Online Forms.
Section 3 - Receiving the Forms
Once you have sent the form from PPS the client should receive the email with the form link and an SMS with the passcode that they will need to enter in order to access the form.
When they open the link they should expect to see the following where they need to enter the 6-digit passcode sent to them via SMS:
Once the passcode has been entered the form will load and they can answer the questions:
Once all the questions have been answered the form can be submitted which will securely send it back into your PPS system:
Once the client has completed the form and submitted it will show the client that it has been submitted and you will be able to view the form from the Client Log in Express.
Form Status fields:
In progress - form has been sent but not completed by the client
Completed - form has been filled in and returned by the client
Expired - the form link sent to the client has expired
Important: If the client doesn't complete and submit the form in one sitting they will need to restart, there is no partial saving. If the form has already been submitted it cannot be opened again and edited. The form passcode will be invalid.
Section 4 - Reporting on Online Client Forms
You can run a report in PPS Express to see all Online Forms that have been sent, including the status of the form, which form has been sent and when the form was sent.
To access this report select Reports on the toolbar in Express and then select Online Client Forms.
You can then use the Date and Status filters in order to view the required report and then select Run Report.
You can then view the report results as follows:
For more information on running reports in PPS Express, you can read this guide.
Section 5 - FAQs & Troubleshooting
- My client hasn't received the email with the form link
If you use our default Sendgrid email account they might have unsubscribed, try using your own email settings, here's how.
- My client is getting an Authentication Invalid message when trying to access their form
This could be happening because the form has expired. Send the form out again and the client will be able to access the form via a new link and passcode.
- How can I resend the form link/passcode?
If the client doesn't receive the email or SMS message with the form link or passcode, first check that their details are correct (no typos!) in the client details screen in PPS and then you can resend the form - this will generate a new link and a new passcode for the client.
- How can I assign an online form to a Treatment Episode?
If you have sent a form to your client to fill in online that you want to associate with a specific Treatment Episode (for example a form with questions relating to their injury/reason for treatment or a consent form for a certain treatment and not a registration form or feedback form, for example) you can assign the form to a Treatment Episode by clicking 'View Form' on the completed form in the Client Log and you can select the required Treatment Episode from the list and 'Add' the form. You will then be able to view that form from the consultation screen.