Making Forms Efficient for Families
Practice by Numbers Forms includes several built-in features designed to streamline the experience for families, whether they’re completing forms for themselves or multiple dependents.
Viewing Forms for the Whole Family
Guarantor View Access
When a responsible adult (guarantor) accesses the form submission portal using their personalized link, they can view both their own forms and the forms of any minor dependents associated with their account.
Minor’s Link Access
If an adult uses a link that was intended for a minor, the portal will display forms for that minor and any other minors in the family group.
Copying Information Between Family Member Forms
Copy From Family Members
A setting labeled “Allow copy from family members” can be enabled to simplify form entry. When this is active, a Copy Form button will appear—allowing users to pre-fill a form using data submitted by another family member.
The Copy Form button becomes available when:
At least one family member has completed and submitted a similar form.
The form being completed is opened during the same session.
Adding Family Members in Public Forms
Patients accessing a public new patient form link can add multiple family members during the submission process. This helps streamline intake for families by collecting everyone’s information in a single flow.
Enhanced Submission Portal Experience
Password Hint on Failed Login
A helpful hint will appear if a patient enters the wrong password when accessing the submission portal. The hint displays the first two characters of their first name, followed by three asterisks (e.g., Ka*), giving them a clue while keeping their identity secure.
Campaign Management and Targeting
Form Delivery for Upcoming Appointment Patients
In the Form Settings section, you can define how many days before an appointment forms should be sent to existing patients—giving them plenty of time to complete them before their visit.
Advanced Campaign Filtering
Automated form campaigns can also be targeted using filters like Tags, Ops, and Scheduled Services, allowing for precise control over who receives form requests.
Quick Status Visibility in the Huddle & Schedule
A new icon now shows pending forms directly in both the Huddle and Schedule views, allowing staff to follow up with patients who haven’t completed their forms yet.
Emailing Completed Forms
After a patient completes their forms, staff can send them a copy of any Treatment Plans or Consent Forms they filled out. An email icon will appear next to the completed form in the system, enabling quick sending.
Actionable Activity Notifications
If a forms message fails to send—due to an invalid phone number, missing email, or another reason—an Action Needed notification will appear in the Activity section. This includes the patient’s name and the reason for the failure, helping your team quickly follow up and resolve the issue.
