Whether in the process of booking an appointment or following up with a patient, your clinic's administrative staff and professionals can send a form to the patient without having to open the patient's clinical file. These forms are then imported directly to the file in a clinical note, speeding up information gathering, helping you prepare for the visit and avoiding double entry.
ℹ️ To activate the functionality for your facility, the person with administrator rights must first activate the institution patient portal.
Feature at a glance
Steps to follow to send
List of available patient forms (new tab)
Next steps (input and submission by the patient, import in the patient's file, follow-up on your transmissions)
🎥 Video training
- Overall process - duration 21 minutes 38 secondes
- Prerequisites and process of sending a form to the patient to 6:52
- Process by the patient from 6:53 to 10:29
- Importing the form in the patient record 10:30 to 14:59
- Tracking of the forms 15:00 to 21:38
At a glance
- Patient forms can only be sent manually from the administrative center.
- The patient must have an e-mail address and cell phone number registered with the administrative center for the functionality to be accessible. Double patient authentication is a requirement of the Ministère de la Santé et des Services sociaux for this type of exchange.
- The link to the form to be completed is sent to the patient's e-mail inbox. For security reasons, the patient must enter a unique PIN received by SMS in order to complete the questionnaire.
- Several forms can be sent at the same time.
- When the form is completed by the patient, a notification banner appears in the patient's clinical record. It is then possible to import the form(s) into the file.
- The content of the patient form can be consulted or modified as required, within the clinical note.
The patient can modify a form after it has been submitted, until it has been imported into his or her file.
Steps to follow
ℹ️ To activate the functionality for your facility, the person with administrator rights must have completed initial configuration.
1. Open the patient's administrative center and click on the Send a form to fill out to the patient.
2. Complete the following fields:
A. Requester: Pre-filled with the name of the healthcare professional initiating the selected request or mandate.
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- The field can be cleared to send the request in the name of the clinic rather than a specific person.
- If required, you can delete the name of the healthcare professional and search for another user, or leave the field empty.
Only the requester and the people with whom he/she shares his/her mandate will be able to see the notification of the form completed by the patient and import it into the file.
If the Requester field is empty, all clinic users will be able to view and import the notification.
B. Email: The first email in the patient's email list will appear by default in this field. If required, you can manually change the email to that of the person to whom the email is to be sent.
ℹ️ Please note that the email does include the patient's name in the introductory greeting.
C. Forms to send: In the search field, enter at least three characters to launch the search (see the complete list of available forms), then click on the desired form to add it to the shipment. You can add up to 5 forms to the same shipment.
⚠️Note that the patient will not see the names of the forms, but will see a button for each form to be completed in the email.
D. Validate selected forms: Validate the selection of forms to be sent to the patient.
E. Email customization: The default message is displayed. You can personalize it by writing directly in the Message section.
ℹ️ Please note that this message is displayed directly in the email sent to the patient, without double-factor identification (without PIN). It should therefore contain no sensitive information.
F. Cell phone number for sending the validation PIN : The first cell phone on the list documented in the patient's administrative center will appear by default. If no cell phone number is listed in the patient administration center, or if you wish to send the PIN to another number, you can enter a number manually.
3. Click on Send.
Future development
This feature is in its first phase of development. Here are a few elements that we hope to add over time and that will need to be planned:
- Allowing the patient to fill in fields which, once imported and recorded by an operator, will populate certain boxes in the patient record summary (e.g. problems, history, allergies, etc.).
- Add the notion of forms expiration after a certain time.
If you have any other suggestions or would like to add weight to these requests, please don't hesitate to let us know via chat.
List of available patient forms
Click here to see the list of all available patient forms.
📒 New forms will be added over time. Send us your suggestions by chat or use our billable services.