A guide explaining how to automatically link a patient's form submission to their contact record using a special URL token, and how to troubleshoot missing forms or submissions that haven't transferred to your EHR.
*EHR must be integrated with Aloha, some exclusions may apply
✨ When You Need This Guide
This guide is your go-to resource to learning how to link submissions to profiles. Use this if:
You are missing paperwork that 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 make sure new patient paperwork automatically links to the correct contact record.
You need to find where all completed forms are stored in Aloha.
How Automatic Linking Works
For Aloha to know who is filling out a form, you must send the patient a special, personalized link. This is done by adding a unique code
(?~Contact.VerificationToken~) to the end of your form's URL. When the patient clicks this unique link, Aloha knows it's them, and the submitted form is automatically attached to their profile.
What This Covers (And What It Doesn't)
✅ This article explains how to link forms to patient profiles within Aloha and how to troubleshoot syncing to your EHR/PMS.
❌ It does not cover creating the forms themselves.
✅ How to Automatically Link Forms
This is the best practice for ensuring every form submission is correctly linked from the start.
Copy the URL of the webpage where your form is located (e.g., https://myclinic.com/new-patient-form).
Add the Verification Token. When sending the link to a patient (in a Campaign, Bulk Message, or individual text), paste the URL and then immediately add ?~Contact.VerificationToken~ to the very end of the link.
Correct Example: https://myclinic.com/new-patient-form?~Contact.VerificationToken~
Send the message. When the patient uses this unique link, their submission will be automatically tied to their profile in Aloha.
✅ How to Manually Link a Form Submission
If a patient finds and fills out your form from a generic link on your website (without the special token), you will need to link their submission manually.
Go to FORMS > Show Forms.
Click the number in the #Submissions column for the correct form. This shows all submissions for that form.
Find the patient's unlinked submission in the list and select it. * If a patient does not at least have a phone number or email attached to their contact, their name will not show on this list.
Look for an option to Link to Contact. A search box will appear, allowing you to find and select the correct patient profile to link the form to.
Once their name is selected it should link the form to the patient and it should transfer to your EHR within a couple of minutes.
💡 Why Is My Form Submission Missing?
If a form is missing from a patient's profile or not showing up in your EHR/PMS, walk through these scenarios.
What You Might Notice | Possible Reason | What to Do |
A patient's form PDF is not showing up in our EHR/PMS. | There are a few reasons why this can occur, ranging from a simple toggle to a sync delay. | Check these three things in order: 1. Is the form linked? First, make sure the form is linked to a patient in Aloha (see manual steps above).
2. Is the 'Write PDF' toggle on? Go to FORMS > Show Forms, edit the form, and ensure the Write PDF toggle is ON under Forms Settings is on.
3. Has it had time to sync? EHR/PMS syncs can take up to 5 minutes. Please wait a few minutes and check your EHR again. |
A patient filled out a form, but I can't find it anywhere. | The patient likely used a generic link on your website, meaning the form wasn't automatically attached to their profile. | Go to FORMS > Show Forms and click the number under the #Submissions column. All submissions, including unlinked ones, are stored here. You can then link it manually. |
I've checked everything, and the form still won't sync to my EHR. | Some EHR/PMS integrations do not support automatically pushing the form PDF into the patient's record. | This may not be a feature offered with your specific EHR. In this case, the process is to go to the form submission in Aloha, download the PDF, and then manually upload it into the patient's file in your EHR. |
🎉 You'll Know It's Working When:
You send a form link with the verification token and the submission automatically appears in the patient's 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.
💬 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.