Ensure patients complete forms before they get to the office by sending NexHealth's digital forms via text and email. Once complete, the forms auto-sync to the patient's chart in your health record system.
NexHealth offers two ways to add forms to your account:
Select forms from our library of commonly used forms and use them as is, or edit them to fit your needs.
Submit PDFs of your forms, and our team will digitize them and add them to your account.
If you need to edit an existing form or combine forms, you can submit the form(s) with instructions to our form-building team here.
Below are instructions to select templated forms or send us forms to be digitized.
Select forms
Choose from over 25 different pre-built templates, including patient information, medical history, consents, and more.
To view the available options and add forms to your account, follow the steps below:
1. Navigate to Forms from the NexHealth Home page.
2. Click on Manage Forms.
3. Select New Form
4. To view the available templates and add them to your account, select Build.
5. Click on the Select a Template drop-down to view the list of customizable forms.
6. Click on the form you would like to view.
7. You can edit, add, or remove fields on the form. To edit a field within the template, hover over the top right of the specific area you want to edit.
Click the gear icon to open the component editor and make edits.
Remove a field using the red X icon.
Find more detailed form editing instructions here.
8. When finished, click Save and exit to add the form to your account. This will take you back to the Manage forms page.
9. To view the form from the patient's perspective, click on the ellipsis (...) to the right of the form name, and then select Preview.
10. Click Exit preview to close the preview window.
*Note: NexHealth forms are meant to be digital, but if you should need to print a form, click on the ellipsis (...) to the right of the form name, and select Download. This downloads a PDF version of the form, which you can then open from your downloads and print.
Forms completed by patients can also be downloaded and printed by clicking on the name of the form in the patient's list of forms, and then clicking the cloud button.
Digitize existing forms
If you don't find a pre-built template that meets your needs, our team can turn your existing paperwork into a responsive, integrated form.
1. To digitize an existing form, navigate to Forms and select Manage forms.
2. Click on New form, then click Digitize.
3. Fill out the request and upload your form, then click Submit. Your form will be digitized and available in your account within 72 business hours.
Create form packets
Smart form automation allows you to automatically send forms with your reminders, but you can also create packets to group forms that are commonly sent together in a manual form request.
To create a packet of forms:
1. Navigate to Manage forms and switch to the Packets tab.
2. Click New packet.
3. Give the packet a title your staff will recognize, for example, New Patient Paperwork.
4. Add the forms to your packet by searching for the form in the Add forms to packet field.
5. Click the check box to select the forms you wish to add.
6. Click Save.
*Note: Forms outside of packets will appear in alphabetical order. If you have a preferred order you would like patients to encounter their forms as they fill them out, you can name each form with a number (e.g. 1 - Patient Information, 2 - Insurance Information, etc.). This will cause the forms to be ordered numerically.
*Note: If you use the NexHealth iOS app for the iPad, packets you create here will also appear on the iPad.
Copy forms to multiple locations
1. Navigate to Forms, then select Manage Forms. Click on Copy to locations.
2. Use the checkboxes to indicate which forms and/or packets you would like to copy, and click Continue.
3. Select the checkboxes next to the Location(s) you would like to copy the forms and or packets to and click Continue.
4. Confirm your selection and choose Yes, copy to locations.
Send forms to patients
There are several options to send forms to patients:
Recommended: Send forms automatically, using smart form rules and reminders. Set up rules to send forms based on patient characteristics like new vs. existing patients, frequency, appointment type, and procedure codes.
Send forms automatically, via templates, such as the New Patient template, or with Appointment Journeys.
Send forms manually, for one-time requests, using the Request forms button on the Forms tab (see below).
To manually send forms to patients:
1. Navigate to Forms.
2. Select Request forms.
3. Search for the patient by name, and select the forms you wish to send.
4. Adjust the due date if desired. Type a custom message if needed.
*Note: The default due date for forms is the date of the appointment or 7 days from the current day. The default due date can be adjusted up or down from 7 days by navigating to Settings --> Form configurations --> Due dates.
5. Click Send.
The patient receives a text and email with a link to complete the form(s) you have selected. A form reminder will be sent one day and one hour before the designated due date. Once completed, forms sync back to NexHealth and automatically sync to the patient's chart in your health record system (if enabled).
Navigate the forms page
By default, when you navigate to the Forms page, you begin on the Active requests tab. This section provides an overview of outstanding form requests that have not yet been completed or have not yet been synced to your health record system.
Form details: You can see every form that's been sent to a patient, the due date for that form, the specific template or user that sent the form, the status of the request, and a copy of the forms that were sent to them. Forms with a blue check mark are complete. Click on the form name itself to view the completed form.
Form notifications: When a patient completes their form(s), you receive a notification in the Activity Feed as well as in the Forms tab and on the Patient profile.
Synced: The synced tab displays all form requests that have been completed and synced to the health record system.
Expired: The expired tab shows form requests whose due date has passed. To move an expired request to active so patients can complete the forms without having to send another request, click on the ellipsis (...) to the right of the request and select Move to active.
All: All provides a view of ALL form requests that have been sent. Use the filters to narrow your search to locate forms for a specific patient, time period, or due date.
Form completion statuses
Form statuses update at every step in the process, and display as follows:
Sent: Forms have been sent to the patient.
Clicked: Patient has clicked the link, but has not yet completed any forms.
In Progress: Patient has begun filling out forms and has submitted at least one form, but has not completed all of them.
Complete: Patient has completed and submitted all forms. A check mark to the left of the form means it is complete. Click on the form name to view the completed form.
Synced: Will show you the date stamp of when the sync occurred on the Synced tab.
Sync now: If some, but not all of the forms are complete, a green Sync now button displays as an option on the Active forms tab.
Sync failed: Displays the date stamp of when the sync was attempted and failed.
Assign & Sync: If a patient is not recognized in NexHealth, you can select the correct patient or create a new one (for some EHRs).
Change form destination folders
Each form has a default destination folder where it will sync in the patient chart. You can change the folder by following the steps below:
Visit Manage Forms
Click on the form you wish to modify
In the right sidebar, click on the edit icon next to the folder and select your desired folder for syncing forms
