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Sending & Viewing Forms

Forms collect important patient information such as intake details, consents, policy acknowledgements, clinical background, and experience feedback (PREMs). Unlike Assessments (PROMs), Forms do not generate numerical scores. They collect qualitative input through fields like free text, multiple choice, checkboxes, and ratings.

To build and manage Forms, see Creating a Form and Form Management. This article covers sending Forms to patients and viewing their responses.

💡 What You Can Do with Forms

You can:

  • 📤 Send Forms to patients to complete
  • ✍️ Fill in Forms on behalf of a patient
  • 📆 Schedule Forms to be sent automatically
  • 🤖 Generate AI summaries of individual or all completed forms
  • 👀 View all completed Forms in a patient's record

📌 Forms Can Be Sent Manually or Automatically

There are multiple ways to deliver Forms, depending on your workflow.

✉️ Manual Send Options

1. Request a Form

  • Click ➕ Request Form from the patient's Docs & Forms tab
  • Select one or more forms
  • (Optional) Add a message
  • Click Save

The patient will receive:

  • An email and push notification
  • A To-Do List item in the app and web portal
  • An automated reminder after 48 hours (if incomplete)

You can also manually resend a reminder via ••• → Send Reminder.

2. Fill In Form on Behalf of Patient

  • Click 🖊️ Fill In Form
  • Select the form
  • Complete the fields and submit

Great for intake sessions, or when patients can't access the platform directly.

3. Schedule a Form

  • Click 📅 Schedule
  • Choose the form, and set the start date/time and frequency
  • Define how many times to repeat (for example, weekly or monthly)
  • Add an optional message and click Save

Ideal for automated post-session feedback or periodic check-ins.

⚙️ Automated Form Delivery

Wellifiy also supports automated form workflows built into your service delivery.

✅ Attach Forms to Bookable Services

You can configure any Bookable Service to automatically send forms:

  • When an Appointment is Booked
  • When an Appointment is Marked as Attended

Example uses:

  • Send an Intake Form when a patient books a first appointment
  • Send a Service Feedback Form after a session is completed

Set this up in Team Calendars → Booking Management → Bookable Services.

👥 Attach Forms to Group Programs

You can attach forms directly to a Group Program, which sends them to all enrolled patients.

Example uses:

  • Collect pre-program screening information
  • Send a weekly reflection form after each session
  • Distribute post-program evaluation forms

Set this up inside the Group Program setup screen.

🛤️ Attach Forms to a Patient Journey

You can send a Form when a patient reaches a particular Stage of a Patient Journey:

  1. Go to Patient Journeys and open the Journey.
  2. On the Stages tab, open the ••• menu on the Stage and choose Manage Automation.
  3. In the Forms section, click + Form.
  4. In the Add Forms dialog, choose the Form (or Forms) under Select Forms and click Save.

The patient receives the Form when they reach that Stage. The same screen also handles the Stage's To-Do Tasks, Pinned Notes, and Content.

🔁 Send Forms on Patient Activation

To send a Form automatically when a patient is activated, go to Administration → Automation. Under Activation Custom Forms, click + New and select the Form.

Example uses:

  • Send a General Intake Form when a patient is onboarded
  • Collect a consent form as part of activation

⚠️ Watch for overlap. A Form attached to a Journey Stage and a Form set as an Activation Custom Form are configured in different places. If a patient receives a Form you didn't expect, check both the Stage's automation and the Activation Custom Forms list.

📍 Where to Manage Forms

Go to a patient's profile and open the Docs & Forms tab, then select the Forms sub-tab. Here you can:

  • View all previously sent and completed forms
  • Request or schedule new forms
  • Fill in forms directly
  • Access individual and overall AI summaries

🤖 AI Summaries

Wellifiy makes interpreting form responses easier:

  • Individual Summary — open any completed form and click Summarise to generate an AI summary of the patient's responses.
  • Overall Summary — from the Forms tab, click Overall Summary to generate a broader view across multiple forms. This helps when reviewing patient progress over time (for example, comparing Intake to Follow-up).

✅ Tips

  • Forms do not produce scores, graphs, or calculated results. They're designed for qualitative data collection.
  • Forms support clinical, administrative, and operational workflows.
  • All completed forms are stored as part of the patient's permanent record.
  • Only Published forms appear when selecting options for manual or automated delivery.
  • To create a new Form, build it yourself in Form Management (see Creating a Form). Only Assessments (scored questionnaires) need to be set up by the Wellifiy team.