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.
This guide also provides insights into configuring forms to prevent unwanted data write-backs and understanding integration behaviors.
✨ 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:
Additionally, familiarity with ChiroTouch or ClinicMind integrations may be beneficial for advanced configurations.
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.
Additionally, proactive measures such as configuring the Write PDF toggle and unlinking specific fields can help prevent issues before they occur.
|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.|1. 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. ||I want to prevent form submissions from overwriting existing patient information.|The Write PDF toggle is enabled, allowing data write-backs.|1. Navigate to Forms > Show Forms. 2. Select the form you want to edit. 3. Toggle off the Write PDF setting. 4. Click Save Form. This ensures the form does not write data into ChiroTouch or automatically link to the patient profile.|
|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.|1. 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. ||I want to prevent form submissions from overwriting existing patient information.|The Write PDF toggle is enabled, allowing data write-backs.|1. Navigate to Forms > Show Forms. 2. Select the form you want to edit. 3. Toggle off the Write PDF setting. 4. Click Save Form. This ensures the form does not write data into ChiroTouch or automatically link to the patient profile.|
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.