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How to Manage Patient Submitted Forms
How to Manage Patient Submitted Forms

Learn the best practices on managing your patient submitted forms

Carmen Mick avatar
Written by Carmen Mick
Updated over a year ago

Your patient has successfully filled out and submitted a form that was requested by your practice. Now what do you do?

All patient submitted forms are uploaded into the CareCru platform for you to review. If you use one of the following practice management software systems (PMS), your forms will also be automatically sync into your patient's profile within your PMS.

Is your PMS not on the above list? Not to worry, we are working hard to introduce forms sync for all our clients soon! So stay tuned! 📻

How to View Forms

To view your forms in CareCru, click on the Forms quick-access button on the top right of the platform, which will also have an notification indicator for any forms which have not yet been actioned.

Alternatively, you can also navigate to Account Settings > Forms > Submissions.

Click on the Form name from any received submission to preview the form.

How to Action Forms

Once a form is submitted, an action must be taken either manually by the practice user, or automatically by CareCru.

  • Non-sync compatible: If your PMS is not yet sync compatible, then you will need to manually take action for all form submissions.

  • Sync compatible: If your PMS is one of the ones listed above with the capability of automatic forms sync, then all successfully synced forms will be uploaded to your patient's profile in the PMS.

Non-sync compatible

You have two ways to action and download a form.

  1. Directly from the form preview
    Click on any one of these buttons in the top right of the form preview

  2. From the main Forms Submissions view
    Click the Actioned button


    Click the three dots and select Download PDF

💡Note: you can check the downloaded status by hovering over the download icon

Sync compatible

The status of your form sync is indicated by the following:

🟢 Green = successfully synced to your PMS, no action required.
Actioned button will automatically be checked off.
​

🔴 Red = failed sync (patient not found/data could not be fully matched)
​ Two options to proceed:

  1. Update the patient information in your PMS to match the fields on the form (first name, last name, phone number). The sync will continue to attempt a download of the file into your PMS every 2 hours and up to 5 days from the date of submission.

  2. Manually download the file onto your desktop and then upload it into your PMS.

🟡 Yellow = sync pending, (sync issue - will attempt for 5 more days)

If no sync after 5 days from initial form submission, you will need to manually

download the file onto your desktop and then upload it into your PMS.

How to Use Filters

By default, you will notice the Filters button has 1 filter automatically applied.

This filter was created to show only Unactioned Forms, while hiding all the actioned ones. You can clear this filter as needed, but the functionality was created to quickly show you only the forms that still require manual intervention by your team.

Need to see an actioned form? It's as easy as clearing out the filter!

In addition to the default filter, you can choose to filter your form submissions by any one of the following fields:

This is particularly useful if you are looking for a grouping of the same type of form, a date range, or sync status.

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