Ad-Hoc Forms
Ad-Hoc Forms are a convenient way for clinicians to start and complete forms & assessments anytime. These forms are designed to be flexible and can be used for a variety of purposes to cut down on admin overheads
Flexible to complete anytime
Easily track form completion & blockers in approvals process
Never lose a paper again with a reporting & audit trail
Quick signature via email, phone or push notification
Approvers don't need to be on Med App
What are some good use cases?
Med App is supporting hospitals to reduce the overheads with paper based forms and digitise the workflow.
Form Type | Approval process | Time savings (Estimated) | Mapped or Generic? |
Overtime | Typically by department | 1 day per week in approvals | Generic |
Recall Claim | Typically by department | 1 day per week in approvals | Generic |
WRIG-30 | 1 - 3 supervisor approvers | TBC | Mapped to AHPRA PDF |
Log Book | Supervisor | TBC | Generic |
WBA, Multisource Feedback | WBA Assessor | TBC | Mapped to WBA PDF |
How to make any form 'Ad-Hoc'?
Any form can be configured as Ad-Hoc, you will need to request this to be configured by Med App as a new form. Once the correct settings have been enabled, you can continue with the process.
Mapping digital forms to existing PDFs vs. Generic forms
Some forms and assessments must adhere to specific requirements from various clinical bodies in order to be valid. The answers must map back the original form. Others don't have specific requirements and can therefore have a generic output.
Mapped forms | Generic forms |
 |
 |
|
|
Form entry groups
Entry groups allows questions and answers to be embedded in an entry group for high flexibility scenarios like Recall, Overtime and Log books.
Clinicians can simply + Add Entry and save draft to continue logging until they are ready to submit..
Admins can set a min / max of completed entries to meet specific criteria.
Request this structure to be added into a form when working with Med App to digitise your workflow.
Overview of process
A more in depth view of the process
Step 1: Create a new form distribution
An administrator will initiate the form distribution to make it visible for clinicians to complete on their devices.
Create or update cohorts before starting this process so the relevant clinicians are included and will have access to your Ad-Hoc form (See how).
If Multiple approvers are required, each cohort must be unique E.g. Clinician, Co-supervisor, Principal Supervisor.
From the admin portal (dash.med.app) start by opening communications > Forms and selecting any Ad-Hoc form.
Press 'Add new distribution'.
Distribution settings
Enter the distribution name & how long the form should be available (Note: The distribution name will be visible to clinicians as you write it).
Configuring recipients
Select the 'clinician' cohorts you would like to be able to view and complete the form. Note: Clinicians who are added to the linked cohort will get access to the form after distribution.
Select the approver type
Approver Types what's the difference?
Anyone can approve allows non Med App users to review and approve forms. You can specify that a clinician can only send an approval request by mobile phone, email or both.
Cohort: The approver must be on Med App in order to be an approver. Typically this is used for assessments.
Review and publish
Double-check the details before distribution. Clinicians can now access forms from Med App under the 'Forms' tile.
Step 2: Clinician submits form using Med App
A clinician can complete an ad-hoc form from their mobile device by opening Med App.
Locating & starting forms
Open Med App mobile application and select the 'Form' tile from the guide screen.
Select the form you would like to complete.
A clinician can start a new form or continue an existing draft.
Filling in & signing forms
Fill in all relevant details of the form and sign.
Assigning an approver
Approvers details are entered.
A clinician can select either an email address or mobile number.
The form will next be approved and submitted to the workforce for processing.
A form could not be delivered - The clinician will see an error and be allowed to try again or select another method of notifying the approver.
Step 3: Approver submits forms
Approver assigned via email
An approver may receive an email notification to review and sign forms
Notifications about new forms
An email will notify the assigned approver of a pending form.
The approver can click the link to start the review process.
Verifying user details
The approver will need to verify their details.
Reviewing form details
The approver will review the form details and click through each step.
Sign & submit to Workforce
Once all details have been reviewed, the approver can sign and submit the form back to the workforce.
Drafts - Forms can be saved as a draft to be continued at a later time.
Complete on another device - Completing on another device
Approver assigned via Mobile
An approver can alternatively receive an SMS to complete a form with the same steps as above.
Step 4: View progress & download completed forms
Open Forms & find your distribution
From the admin portal (dash.med.app) open Communications > Forms
Select an existing form followed by the distribution
Viewing forms
A list of all complete and partially complete forms will be displayed
Downloading & retracting forms
Pressing the PDF icon within a distribution will download the form corresponding to that clinician
Pressing the anticlockwise arrow will retract a form to be resubmitted.
Downloading all distribution data
From any distribution press export as CSV to download all form data
