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Navigating and Managing Patient Forms

Emily McClendon avatar
Written by Emily McClendon
Updated over a week ago

Managing patient forms in Practice by Numbers (PbN) is essential for maintaining efficient workflows, staying compliant with healthcare regulations, and creating a seamless patient experience. This guide provides a comprehensive walkthrough on how to access, customize, and automate patient forms—plus key insights into form frequency, service code mapping, and consent handling.


Why Managing Forms in PbN Matters

Forms are a foundational element in your daily operations—not just for documentation, but for streamlining communication and compliance. PbN’s robust online forms system empowers your practice to:

  • Automate the timely delivery of required documentation before each visit

  • Customize form sets based on visit type, age, or services provided

  • Increase front office efficiency by eliminating printing, scanning, or redundant tasks

  • Ensure legal and clinical compliance by gathering e-signatures and required consents

  • Simplify patient check-in with forms that can be completed from home or the waiting room

Managing forms directly within PbN also ensures collected data flows directly into your integrated Practice Management System (PMS), reducing data-entry errors and administrative overhead.


Accessing the Forms Page

To access patient forms:

  1. Log in to your PbN account.

  2. From the top navigation, select Forms.

  3. In the left-hand menu, click Forms again to enter your form library.

This page lists all currently created patient forms—both default and custom—with metadata to help you manage delivery logic, compliance settings, and automation workflows.


Understanding the Forms Page

You’ll see a list of all patient forms with important metadata and control tools.

Column

Description

Name

Title of each form.

Type

Indicates if the form is a Default form, a Minor form (for underage patients), or both.

Package

Shows which Form Package the form belongs to. Packages bundle multiple forms and consents for quick assignment.

Frequency

Controls how often the form must be completed based on the patient’s last visit or last form submission date. Options include:
- Manual (not sent in any automation)
- Once
- Every Time
- Every 6 Months / 12 Months / 2 Years

Folder

Where the completed form is saved in your PMS (e.g., "Patient Information").

Actions

Manage each form:
- ⚙️ Settings: Edit form logic and rules.
- 👁️ Activate/Deactivate: Enable or hide a form.
- 🖼️ Preview: See the patient-facing view.
- ⋮ More: Duplicate, delete, and more.
- Toggle Show Hidden Forms to manage deactivated items.


Form Frequency Logic: Timing Matters

One of the most powerful features in PbN’s forms system is the frequency setting, which prevents unnecessary repeat form requests.

When setting frequency, you define how often a form should be sent—such as:

  • Once per lifetime

  • Every 6/12/24 months

  • Every time the patient is seen

How Frequency Is Calculated

In each form’s Settings, you can choose whether the frequency timer is based on:

  • The patient’s last visit date (default)

  • The last submission date for that specific form

This ensures flexibility depending on how your practice operates.

Example: You may want a medical history form sent every 12 months based on the last time the form was completed, not just when the patient was last seen.


Service Code Mapping (Overrides Frequency Rules)

PbN allows you to map forms directly to specific service codes using the Required For? field.

IMPORTANT BEHAVIOR: A form mapped to a service code will be sent every time that procedure is scheduled, and disables the frequency rule set.


Editing and Customizing Forms

On the Forms page, you can both edit existing forms and create brand-new forms tailored to your practice's needs.

To Edit an Existing Form:

  1. Click on the form’s name from the list.

  2. The form editor will open, allowing you to update:

    • Form title

    • Instructional text

    • Patient information fields

    • Medical history, insurance, and consent sections

    • Required fields, signature boxes, checkboxes, and conditional logic

  3. Make your changes and click Save.

Changes take effect immediately once saved and will apply the next time the form is sent or filled out.


To Create a New Form:

  1. Click the + Create New button at the top right of the Forms page.

  2. Select whether you’re creating a Blank Form or Copying from an Existing Form.

  3. Enter a form name and start building:

    • Drag and drop fields (short answer, dropdown, date of birth, etc.)

    • Add section headers and instructions for clarity

    • Include digital signatures and required acknowledgment checkboxes

    • Use conditional logic to show fields based on patient responses

  4. Click Save to add the form to your library.

Tip: When creating forms from scratch, plan the layout to match your practice’s workflow for a better staff and patient experience.


Form Order: Control the Patient Experience

PbN allows you to control the order in which forms appear to patients.

To edit the sequence:

  1. Click Edit Form Order at the top of the Forms page.

  2. Drag and drop forms into your preferred order.

  3. Click Save.

Tip: Place critical forms (e.g., Patient Info, Medical History, HIPAA) at the top to ensure they are filled out first.


Forms vs. Consents: What’s the Difference?

PbN distinguishes between:

  • Forms: Standard intake documents (e.g., medical history, insurance, demographics)

  • Consents: Treatment approvals, privacy agreements, and similar documentation.

Consents can:

  • Be created and edited like regular forms

  • Include signature fields and legal copy

  • Be triggered automatically based on services or time intervals


Setting Up Form Automation

PbN lets you automatically send forms to patients based on:

  • Whether they are a new or returning patient

  • The service codes attached to the appointment

  • The form frequency logic you configured

New Patient Automation

Automatically sends:

  • Any forms included in the New Patient Automation workflow

  • Forms with frequency rules (Once, Every Time, etc.)

  • Forms tied to service codes, if applicable

Best practice: Include your full intake package (Patient Info, Medical History, Insurance, HIPAA, and required consents).

Upcoming Patient Automation

Forms will be sent to returning patients if:

  • The form frequency threshold is met

  • The appointment includes a service code linked to the form

You can manage these conditions under Settings > Form Automation.


Using Form Packages

Packages allow you to group multiple forms and/or consents into reusable bundles for:

  • New Patients

  • Surgeries or complex treatments

  • Pediatric or Minor appointments

  • Emergency visits

Packages simplify manual assignment but note:

⚠️ Only the New Patient Package supports automation: All other packages must be assigned manually—automation rules (frequency or service codes) do not apply.


Summary: Best Practices for Seamless Form Management

A well-optimized form setup ensures:

  • 🎯 Patients get the right forms at the right time

  • 💼 Your team spends less time chasing paperwork

  • 🧾 You stay compliant with documentation and consent requirements

  • 🔁 Automation handles most of the process behind the scenes

Key Takeaways:

  • Use form frequency settings to prevent repetitive submissions

  • Configure forms to send based on visit date or last submission

  • Apply service code mapping for high-priority procedures (it overrides frequency!)

  • Build consents with clear legal language and digital signature support

  • Organize forms into Packages for easy manual assignment

By using PbN's forms features strategically, your practice can provide a modern, hassle-free patient experience while maintaining clinical and legal compliance.

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