📝 Troubleshooting Forms: Missing or Unlinked Submissions

This guide helps you find solutions for common scenarios with online forms, such as when a patient's submission is missing, unlinked, or not syncing to their profile in Aloha or your EHR.

✨ When You Need This Guide

You are missing a form a patient says they completed.
A patient's submitted form isn't transferring or syncing to their profile in your EHR/PMS.
You want to know how to link a form submission to a patient's profile manually.
You need to find where all completed forms are stored in Aloha.

What This Covers (And What It Doesn't)

✅ This covers: How to find and manually link forms that weren't automatically assigned to a patient, and how to troubleshoot common sync and display concerns.
- ❌ This does not cover: How to create the forms themselves.

Prerequisites/You'll Need:

Your Aloha account login.
An integrated EHR/PMS (some exclusions may apply).

✅ Solving Common Form Scenarios

If a form is missing from a patient's profile, isn't showing up in your EHR, or won't link properly, here are the most common solutions.

💡 Common Questions

What You Might Notice	Why It's Happening	What to Do
A patient says they completed a form, but I can't find it anywhere.	The form wasn't automatically linked to their profile.	Go to Forms > Show Forms and click the number in the #Submissions column. All submissions, including unlinked ones, are stored here. You can then manually link the form to the patient's profile.
A form is linked to a patient, but the PDF is not showing up in our EHR/PMS.	There could be a few reasons for this, such as a setting that is not turned on or a delay in syncing.	Is the 'Write PDF' toggle on? Go to FORMS > Show Forms, edit the form, and ensure the Write PDF toggle is ON under Form Settings. Has it had time to sync? EHR/PMS syncs can take up to 5 minutes. Wait a few minutes and check your EHR again. Is your EHR compatible? Some EHR integrations do not support automatically pushing the form PDF. In this case, you will need to download the PDF from Aloha and manually upload it to the patient's file in your EHR.
The patient says they completed the form, but it's not in the "Submissions" list.	The patient may have left the page before clicking 'Submit' or may have used a link for a different location or system.	Double-check with the patient to confirm they clicked 'Submit'. They should have been redirected to a new page once fully processed. Request the link the patient used to submit the form. Ensure it is the URL that contains the form to the correct location if your office has more than one office Ensure it is the URL to your Aloha forms (not ones from your EHR or prior service).
A patient is trying to submit a form, but it's not working.	This may be due to the patient attempting to skip a required field.	Have the patient double check that all fields have answers.

🎉 You'll Know It's Working When

You can successfully find and manually link an unassigned form submission.
The form's PDF appears in your integrated EHR/PMS after a successful sync.
You can reload a form in an incognito browser and see your changes immediately.

💬 Need Help? We're Here!

If you've walked through these steps and are still having trouble with your forms, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.