Please Note: This feature is only available to certain online PPS systems. Please contact firstname.lastname@example.org if you do not have access to this feature but would like to know more about upgrading.
Send your client a custom form from PPS for them to fill out online and return to your PPS system.
Section 1 - Set up
Before you can send a form from PPS you need to ensure that everything is set up and configured in your PPS system.
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.
The activity template needs to be set up by navigating to Tools > Activity Templates > Add.
If you then select the 'Online Client Forms' Template Category you should see the following message advising that the standard wording for these templates will be populated:
You will then see the text for the email and the SMS message and you can edit it as needed.
The template text can be modified if you want to create different activity templates to send to accompany different forms but you will just need to ensure that you select the Online Client Forms template category when setting up a new template. For more on creating activity templates please read this guide.
If you try to send a form before the template has been created you will see the following message:
Tip: You will see 2 merge fields in these templates do not modify them 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
Ensure that the clinic name has been added by going to Tools > Options > General System Options.
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 Log screen and select Send Form to a Client:
Tip: Before you open the screen to send out the form make sure that you have checked the Client Details screen and ensure that the client has both an email address and a mobile number saved.
You will then need to configure the following options to send the form:
- Select the custom form that you want to send to the client.
- Select an existing Treatment Episode or create a new Treatment Episode to assign the form to, or leave the field blank if you do not want to assign the form to a Treatment Episode.
- Check the email address and the mobile number for the client - these can be changed by going back into the Client Details Screen.
- 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.
Please Note: 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 PPS:
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 - 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 Invalidmessage 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.