What Are Consent Forms?
Consent forms are essential legal documents that ensure patients are fully informed and acknowledge risks, treatments, or policies before proceeding with care. Unlike standard forms (e.g., demographics, insurance), consent forms:
Serve clinical and legal purposes.
Are read-only for patients—no edits allowed.
Require electronic signatures for compliance.
Can be linked to specific service codes for procedural automation.
Accessing Consent Forms
To view and manage consent forms:
Log in to your Practice by Numbers account.
Click the Forms tab at the top of the screen.
In the left-hand menu, select Forms, then click the Consents tab on the right.
Here, you'll find your categorized list of existing consent forms.
Creating a New Consent Form
Step 1: Start from Scratch or Duplicate
Click + New to create a brand-new consent form.
Or click Duplicate on an existing form to use it as a starting point—perfect for templating multiple consents with similar content.
Step 2: Name & Categorize
Choose a clear, descriptive name, e.g., “Root Canal Consent”.
Assign it to an appropriate category such as General, Surgical, or Pediatric to keep forms organized.
Step 3: Add Main Consent Text
Use the Main Consent Text field to enter or paste your content.
Formatting (bold, italics, bullets, etc.) is supported for structure and readability.
Text pasted from Word generally retains its formatting.
⚠️ Note: This section is read-only for patients. They can only agree and sign—similar to a locked PDF.
Adding Confirmation Text
Below the main consent, you’ll see the Confirmation Text section. This appears after the patient checks the agreement box.
Example:
“I have read and agree to the above terms.”
Use this to reinforce clarity and intent before the signature.
Personalizing with Placeholders
Use merge tags to auto-fill patient and practice-specific data into the form:
Placeholder | Description |
| Patient's first name |
| Patient's last name |
| Date of birth |
| Your practice’s name |
| Inserts an initial field for the patient |
These fields automatically populate when the form is sent to a patient.
Adding Custom Tags (For Staff)
Use custom tags to create fields that staff must complete before sending the form:
Syntax:
{{ Tooth_Number }},{{ Procedure_Date }}, etc.These appear as fillable fields above the main consent text when preparing the form.
💡 Helpful for clinical documentation like tooth numbers, provider initials, or procedural notes.
Optional & Required Checkboxes
Insert checkboxes directly into the main consent text using these formats:
Type | Syntax | Description |
Required Checkbox |
| Must be checked to proceed |
Optional Checkbox |
| Can be checked or left blank |
Multiple Checkboxes |
| For “Select all that apply” scenarios |
Examples:
“I understand the risks associated with the procedure. [[ ]]”
“I allow my photos to be used for marketing. [[*]]”
Radio Buttons (Single-Select Choices)
Radio buttons allow patients to choose one option only from a group.
Syntax | Behavior |
| Displays “Yes” and “No” |
| Custom single-select options |
Example:
"Preferred contact method: ((contact, Text)) ((contact, Email)) ((contact, Phone))”
Patients can select only one option from the group.
Advanced Configuration
Link Forms to Service Codes
You can link consent forms to specific procedures so the correct form is suggested during scheduling.
Example: Link “Extraction Consent” to D7140 (simple extraction).
Signatures
Patient Signature
Required on all consent forms.
Patients sign using a touchscreen or stylus.
Doctor/Witness Signatures
Optional, but can be required depending on your state.
To enable:
In the consent setup, check “Required Doctor Signature” or “Witness Signature.”
After patient signs, go to Forms > Completed Forms, open the form, and scroll to sign.
🔒 Note: Doctor signatures are always manually added to ensure legal validity—they cannot be pre-filled or checkbox-enabled.
Language Support
Consent forms support Spanish and French translations.
Click the language dropdown (far right of the consent form).
Manually enter translated content for each language version.
Once added, forms can be sent in the patient’s preferred language.
Testing Your Consent Form
Before sending it to patients, you should test the form:
Navigate to Forms > Consents.
Click the eye icon (Preview) or Try.
Review formatting, merge tags, checkbox behavior, and radio groups.
Optionally send to a test patient account.
FAQ and Troubleshooting
Can I repurpose an existing consent form?
Yes. Use Duplicate, update the title and content, and save it under a new name.
Can I send consents before the appointment?
Not typically. For legal compliance, most states require the patient to complete consents in-office, in the presence of a doctor.
Can I remove the patient signature field?
No. This is a compliance requirement and cannot be disabled.
What if the doctor forgets to sign?
The form stays in Forms > Completed Forms and will also appear in the Action Center on the PbN Home screen for staff follow-up.
Best Practices
Use clear, descriptive titles (e.g., “Surgical Consent – Wisdom Teeth”).
Group consents into logical categories (General, Ortho, Pediatric).
Preview forms before using to catch errors or formatting issues.
Keep content concise, legally compliant, and easy to read.
Train your team to fill in all custom tags and review the confirmation text.