For use with NexHealth Forms
Form completion statuses
Form statuses update at every step in the process and display as follows:
Sent: Forms have been sent to the patient.
Viewed: The patient has clicked the link but has not yet completed any forms.
In Progress: The patient has begun filling out forms and submitted at least one, but has not completed all of them.
Complete: The patient has completed and submitted all forms. A check mark to the left of the form means it is complete. Click the form name to view the completed form.
Navigate the forms page
You can see every form that's been sent to a patient, the expiration date, the specific template or user that sent the form, the status of the request, and a copy of the forms sent. Forms with a blue check mark are complete. Click the form name to view the completed form.
All: All provides a view of all form requests that have been sent. Use the filters to narrow your search by patient, time period, or due date.
When forms don't sync automatically
In most instances, completed forms automatically sync to the appropriate patient records. Understanding why a form hasn't synced helps you resolve it quickly.
Forms in "active" status when the patient hasn't submitted
A form appearing filled out but still showing as active means the patient has not yet pressed Submit. NexHealth cannot sync a form the patient hasn't formally submitted, even if all fields are filled in. Send the patient a reminder to complete and submit their form.
In-progress forms
If a patient's status is In Progress, they submitted at least one form in the packet but not all of them. NexHealth will not automatically sync a request in this state. You can manually sync individual completed forms using Sync now (see below), or wait for the patient to submit the remaining forms.
Forms submitted via a public web link
Forms completed through a public web link — such as a link on your practice website — are not automatically linked to a patient chart. They will appear as completed in activity but will not appear in the patient record until you assign them. These forms show an Assign & sync button (see below).
Change form destination folders
Each form has a default destination folder where it syncs in the patient chart. You can change the folder.
1. Edit the form you wish to modify.
Locate the form in the list in Forms → Manage forms.
2. Click the Edit pencil next to the current folder.
The current folder is listed in the right sidebar.
3. Select a folder from the dropdown, then Save.
Select your desired folder for syncing the form, then click Save.
Resolve sync issues
By default, when you navigate to the Forms page, you begin on the Active requests tab. This tab shows outstanding form requests that have not yet been completed or synced to your health record system.
Forms that have already synced are marked with a cloud icon and a sync date — no action needed.
Resolve Sync now
Sync now appears when your Sync Preferences are set to Manual (not recommended). Click the button to sync the form to your health record system.
To enable automatic syncing, go to Forms → Settings → Sync Preferences and select Automatic.
If you want to sync an in-progress form before the patient has submitted all forms, you must use the Sync now button manually.
Sync preferences: automatic vs. manual
When set to Automatic (the default and recommended setting), NexHealth syncs completed forms to the patient's chart as soon as the patient submits. When set to Manual, staff must click Sync now for each form. The green Completed checkmark you see on a form reflects that the patient submitted it — not that it has synced to your health record system. Check the sync status icon to confirm a sync has occurred.
Resolve Assign & sync
This appears when NexHealth can't automatically match the completed form to a patient record. This can happen when:
A patient fills out a form from a public packet link
Staff sends a form directly to a phone number or email address without selecting a patient chart first
A form is submitted via a public web link on your practice website
1. Click Assign & sync.
Click Assign & sync and you'll see the form details.
2. Find the patient to assign to.
Search for and select the correct patient. Their details will display once selected.
Alternatively, you can select Create new patient and fill in the fields if no matching patient exists for the form.
Your health record system is the source of truth for your patient list. Always manage patients (create, archive, make inactive, or remove duplicates) from there first.
NexHealth's Synchronizer automatically updates your patient list from the health record system within minutes — add a patient there, then return to Forms.
3. Click Sync forms.
Click Sync forms to complete the sync process.
Resolve Allocate & sync
Allocate & sync appears when a form was sent to a standalone email address rather than directly to a patient record. Once the patient completes it, the form shows an Allocate & sync button on the forms page. Use this to assign the completed form to the correct patient chart before syncing.
Resolve Sync failed
If a completed form fails to sync — for example, due to an outage with your health record system — it will appear here with a Sync failed button.
Click the button to re-attempt the sync.
If the problem persists, use Mark as synced to resolve it manually (see below).
If you see repeated sync failures, please contact support.
Older forms with "sync failed" and no logs available
If older forms show Sync failed and sync logs are no longer available to diagnose the cause, the recommended resolution is to manually upload the form PDF into the patient's chart in your health record system, then use Mark as synced to clear the status in NexHealth.
Mark as synced
If you have manually posted the form to the patient's record in your health record system, use Mark as synced to update its status in NexHealth.
1. Click the ellipsis (…) and select Download PDF.
Click the ellipsis to the right of the form, then select Download PDF from the menu.
2. Manually post the form to your record system.
Upload the PDF of the signed form to the patient's record in your health record system.
3. Click the ellipsis (…) and select Mark as synced.
Click the ellipsis to the right of the form, then select Mark as synced from the menu.
Syncing
If a sync is currently in progress, you'll see Syncing displayed. No action is needed.
Editing and re-syncing a submitted form
Staff users with form access can re-open a submitted form, make edits, save changes, and re-sync the updated version to the patient's chart. Patients cannot edit a form after they have submitted it. Note that re-syncing an edited form will overwrite the previously synced version in your health record system.
What forms sync — and what they don't
Credit Card Authorization Forms
Credit Card Authorization Forms intentionally omit card details from the synced PDF. This is by design for legal and security reasons — the signed authorization is synced, but the card number itself is never written to your health record system.
Synced forms cannot be reassigned to a different patient
Once a form has already synced to a patient's record, it cannot be reassigned to a different patient in NexHealth. If a form synced to the wrong patient, your options are:
Download the PDF from NexHealth
Manually upload it to the correct patient's chart in your health record system
Use Mark as synced on the correct record if needed
Remove the incorrectly synced document directly in your health record system
Troubleshooting specific sync issues
Form stuck on "Assign & sync" — patient match conflict
If NexHealth cannot automatically match a form to a patient record and the Assign & sync workflow doesn't surface the right patient, one possible cause is that two different patients in your health record system share the same first name, last name, and date of birth. In this rare scenario, NexHealth cannot determine which record to assign the form to. Contact NexHealth support for assistance resolving the conflict.
Duplicate patient chart (Dentrix)
In Dentrix, if a new patient chart was deleted before the patient synced to NexHealth, a duplicate chart may exist in NexHealth. Completed forms may attach to the duplicate rather than the active chart. To resolve:
Identify the duplicate patient record in NexHealth.
Archive the duplicate from your Dentrix database so NexHealth stops reading it.
Wait for the next sync cycle to update NexHealth, then reassign or re-send the form to the correct active chart.