You assign a form from the patient card, and the patient fills it in in the portal, on the Forms tab. The completed content comes back to the patient card and — if the form was tied to an appointment — into its history.
Heltio has four kinds of form: Medical history, Consent, Pain questionnaire and Custom form. The fields of each come from a template created in the clinic settings.
How to do it
Assign a form to the patient
On the patient card open the Intake forms tab and click Assign form. In the Assign an intake form dialog you pick a template from the Form template list; each one shows a field count. You confirm with Assign, and Heltio acknowledges with Form assigned to the patient.
The patient fills it in in the portal
In the portal, forms are split into Pending and Completed. A pending one has a Fill Out button, and under the name sits the form kind and, when it is tied to an appointment, the note Before appointment on …. With nothing to do, the patient sees No pending forms. You're all caught up!
The form opens in a dialog, on one page. Fields marked required block submission until they are filled. After submitting, the patient sees Form submitted, and the entry moves to Completed with a date.
Read the result, and revoke where needed
On the patient card the form shows as Awaiting patient or Completed, with the assignment and completion dates. A pending form can be withdrawn with Revoke — the patient stops being asked for it.
Chase an outstanding form
A day before the appointment Heltio creates a reminder for you about that patient's unfilled form. Nothing chases the patient automatically — the reminder goes to the practitioner, not to the patient. If you need the form before the visit, send the patient a message or call.
When something doesn't work
No active form templates yet. Create one in clinic settings first.
What this means: The template list is empty, or every template has been switched off.
A completed form is a clinical record and cannot be revoked.
What this means: An attempt to withdraw a form the patient has already submitted.
{field} is required
What this means: The patient is trying to submit the form with an empty required field.
Submission failed. Try again.
What this means: The form did not reach the server — usually a connection lost mid-submission.
Body chart marks could not be saved — you can try again later.
What this means: The form held a pain map whose marks did not save along with the rest of the answers.
Who has access
Clinic Admin PractitionerAssigning and revoking a form needs the right to edit patient data — the owner, the admin, a practitioner, a coordinator, a senior physiotherapist and a trainee. Reception cannot assign a form: the assistant role sees the card but does not change it. Viewing the form list is available to every role with access to the patient card.
Related
- History and anamnesis — what happens to the answers once they arrive.
- Managing consents — Consent forms versus the consent register.
- Patient card — where you assign from and where you read the result.
Related features
Patient portal: what the patient sees
An overview of the Patient Portal — how the patient gets access, what is in the menu, how they switch between clinics, and what they see when there is no access.
Patient interview
The Interview section of the visit card and the permanent clinical profile on the patient record — what to record where, how to describe pain and what to do after ticking a red flag.
Patient record
The file of a single person — personal details, clinical profile, note history, measurements, consents, guardians and settlements, in the tabs down the left-hand side.