Creating Intake and Charting Forms

Navigate to Forms in the left-hand menu to view all form templates in your account.

Form categories:

• Intake forms (DEFAULT)

  Paperwork for new or existing patients to complete

• Charting templates

  Provider documentation templates for sessions

  • Includes Prefill capability to load answers from the previous session

• Program forms

  Forms used for automated online programs

If a form needs to be converted to another type after creation, click into the form and navigate to Options → Convert to {desired form type}.

Creating a form

1. Click Create form (upper-right corner)

2. Name your form → click Submit

3. Drag fields from the left question bank into the form builder on the right

   • The form builder auto-saves as you work

Available Question Banks

a. Default

General customizable fields

• Multiple choice, text fields, matrix tables, etc.

• Matrix fields create custom tables for collecting or displaying patient information using text or checkboxes

b. Charting

Common charting form fields

• Pre-configured fields designed for clinical documentation

c. Patient Info

Smart fields for patient demographics

• Smart fields auto-populate into the patient profile when completed by the patient (intake) or provider (charting)

• Includes demographics, metrics, and basic patient information

d. Agreement

Consent and signature fields

• Read-only fields for agreement text, headers, or logo uploads

• Signature field for e-signatures (must be marked Required if used)

• Guardian information fields

e. HIPAA

Templated HIPAA compliance language

f. Video

Video embedding

• Allows videos to be embedded directly within forms

g. Copied

Map intake data to charting notes

• Click Copy next to any field in a form

• The copied field appears in the Copied question bank

• Can be added to a separate charting template to store the same data point across multiple forms

1. Click Edit on any field to customize question text and options

   • Mark fields as Required as needed to prevent patients from skipping

   • Signature fields should always be required

   • Fields can be dragged and dropped to reorder

Additional Options Menu

• Copy / duplicate form

• Rename form

• Download PDF version

• Other form management functions

Manually Sending Form Requests

When a form request is sent, an email notification is triggered prompting the patient to log into Osmind and complete the form.

Send a One-Off or Recurring Form Request

1. Request form completion using one of the following methods:

   • Forms page → click three dots next to a form → Request Form Completion

   • Patients page → select patient → Charting → Request Form Completion

   • Patients page → Patient Groups tab → click three dots next to group → Request Form Completion

2. Select either:

   • The individual patient or patient group the form should be sent to, or

   • The form that should be sent to the selected patient or patient group

3. For recurring forms, select:

   • “This form should recur”

   • Recurrence frequency

   • (Optional) End date

4. Select Send Form Request Email

If recurring, future requests are automatically scheduled.

Send Appointment-Based Form Requests

Forms configured at the appointment type level will send every time a patient books or attends that appointment type.

Configure appointment-based form automation

1. Click the gear icon → Settings → Appointment Types

2. Locate the appointment type → click Edit Settings

3. Configure automation timing:

   • After Booking – immediately, 1 hour, 1 day, or 1 week after booking

   • Before Appointment – X time before appointment (e.g., 2 hours, 1 day)

   • After Appointment – after appointment is marked occurred

4. Save settings

Track and Manage Form Completion

Navigate to Patient Profile → Charting → View Patient Forms.

This view shows:

• Form requests

• Completion status

• Request history

Actions for Incomplete Forms

• Send Reminder

• Delete Request

• Skip for Patient (intake flow forms no longer needed)

• Fill Out (complete form on patient’s behalf)

• View Form History (timeline of sent, opened, and completed events)

Actions for Completed Forms

• View – review the patient’s submitted responses

Conditional Logic in Forms

Conditional logic allows questions to appear only when prior questions are answered in a specific way.

Configure conditional logic

1. Click the three dots next to the “child” question → Edit

2. Check Show field conditionally

3. Configure:

   • Conditional Field – the “parent” question

   • Condition Dependency

   • Value

Example:

To show Dx2 only if Dx1 is filled out:

• Conditional Field: Dx1

• Condition Dependency: is not equal to

• Value: (blank)

Previewing conditional logic

Forms do not visually indicate which fields use conditional logic. To test:

Method 1:

• Send the form to a test patient

• Navigate to Charting → Fill Out

Method 2:

• Add the form to a Test Intake Flow

• Assign to a Test Patient Group

• Preview within the intake flow

Intake Flows Configuration

Intake flows automatically prompt patients to complete forms when invited to the portal. They collect billing, insurance, and consent information in a HIPAA-compliant format.

Every patient receives the Default Intake Flow unless assigned to a patient group with a custom flow.

⚠ Removing forms from existing flows

• Removing a form does not delete it from patients who already received or completed it

⚠ Adding forms to existing flows

• Patients who have not completed the intake flow will be prompted to complete new forms

• Patients who already completed the flow will not see new forms unless manually requested

⚠ Multiple intake flows

• Patients are prompted to complete a new intake flow when their patient group changes

• Only new forms trigger completion requests

Navigate to Forms → Intake Flows.

Creating a New Intake Flow

1. Click Create Intake Flow

   • Name the intake flow (visible to patients)

   • (Optional) Select a patient group

   • Click Create

2. Customize the intake flow:

   • Edit welcome message

   • Add forms:

     • Standard forms (Billing Info, Insurance, Photo ID, Profile Picture)

     • Custom forms

     • Or create a new form

3. Configure form settings:

   • Reorder forms

   • Mark required

   • Remove forms

   • Preview forms

4. Click Preview to view the full patient experience

Managing Patient Group Associations

A single intake flow can be associated with multiple patient groups.

Associate groups to an intake flow

1. Locate intake flow → Actions → Change Groups

2. Select groups → Associate Groups

Group change behavior:

• Patients complete new forms if required by the new group

• Patients do not see group or intake flow names

Creating an Empty Intake Flow

For patients who should not receive forms (e.g., discovery prospects):

1. Create a new intake flow (e.g., “Empty Intake Flow”)

2. Associate it with the appropriate patient group

3. Remove welcome message and do not add forms

Notification Settings (Intake Flow or Forms)

To enable or disable intake flow notifications:

1. Navigate to Settings → Notifications

2. Scroll to Patient Activities

3. Toggle notifications:

   • Intake flow started

   • Intake flow completed

   • Intake form or requested form completed