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:
Log in to your PbN account.
From the top navigation, select Forms.
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: |
Folder | Where the completed form is saved in your PMS (e.g., "Patient Information"). |
Actions | Manage each form: |
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:
Click on the form’s name from the list.
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
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:
Click the + Create New button at the top right of the Forms page.
Select whether you’re creating a Blank Form or Copying from an Existing Form.
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
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:
Click Edit Form Order at the top of the Forms page.
Drag and drop forms into your preferred order.
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.