Forms
Qliva's Forms module allows clinics to build and send intake forms to patients digitally. Patients complete forms through the patient portal before or after appointments. All submissions are stored securely in the patient's clinical record.
Accessing forms
Navigate to Admin Portal → Forms to see all forms in your clinic. There is also a Forms view in the clinical portal (Clinical Tools → Forms) for practitioners who prefer to send forms from their clinical workflow.
The forms list shows:
- Form name and classification
- Number of active patient assignments
- Completion rate (percentage of sent forms that have been completed)
- Active / Inactive status
Creating a form
Click New Form to open the form builder. Give the form a name, choose its classification (see below), then add fields using the field editor.
Available field types:
- Text — free text input
- Textarea — multi-line free text
- Multiple choice — single selection from options you define
- Checkbox — multiple selection (e.g. symptom checklists)
- Dropdown — single selection from a list
- Date — date picker
- Phone / Email — validated input fields
- Signature — text acknowledgement of consent (name entry)
Each field can be marked as required. You can drag fields to reorder them.
Form classification
Every form is classified as either Administrative or Clinical.
| Classification | When to use |
|---|---|
| Administrative | Registration forms, practice policies, general health questionnaires — forms that do not directly produce clinical record data |
| Clinical | Intake forms with clinical fields (medications, allergies, symptoms) that should map to the patient's profile |
Clinical forms can optionally use field mapping — see below.
Field mapping to patient profile
Fields on clinical forms can be mapped to patient profile fields. When a patient submits a mapped form, their responses are queued for review and one-click application to their profile.
To configure field mapping, open the form in the admin portal and use the Field Mapping tab. For each field, select the corresponding patient profile field (e.g. map a "Current medications" textarea to the patient's medications list).
When a patient submits the form, a Profile Update Queue badge appears on their patient record. Open the patient record to review the queued updates and apply or dismiss each one individually.
Field mapping is optional. Forms without mapped fields still capture submissions and are viewable in the admin portal and clinical portal — they just don't create profile update suggestions.
Sending a form to a patient
- From the forms list, click the form you want to send
- Click Send to Patient
- Search for the patient by name
- Optionally add a note or a due date
- Click Send
The patient receives an email with a direct magic link. Clicking the link automatically signs the patient into their portal account and opens the form — no manual login required. If the patient does not yet have a portal account, they receive an account invitation email instead; their account is created automatically and the link takes them straight to the form.
Magic links expire after 1 hour. If the link expires, the patient can log into their portal and find pending forms in their portal dashboard.
How patients complete forms
The form presents each field in sequence. When the patient submits, a timestamp is recorded and the assignment is marked Completed.
Tracking completion
On the form detail page, the Assignments tab shows every patient this form has been sent to:
| Column | Description |
|---|---|
| Patient | Patient name |
| Sent | Date the form was assigned |
| Status | Pending or Completed |
| Completed | Date completed (when applicable) |
Click any row to view the patient's submission.
Viewing a submission
Completed submissions show every field and the patient's response in the order the patient saw them.
A Print button on the submission page allows you to print or save the submission as a PDF.
Active / inactive forms
Toggle a form's active status from the form list:
- Active — the form can be sent to patients
- Inactive — hidden from the send workflow. Existing assignments and submissions are retained.
Deactivating a form does not affect pending assignments — those patients can still complete the form from their existing link.
Revoking a form assignment
If a form has been sent to a patient but they have not yet completed it, you can revoke the assignment from the patient's record:
- Open the patient record
- In the Forms section, find the pending assignment
- Click Revoke next to the form
The assignment is immediately hidden from the patient's portal. Revoking does not delete the assignment — it remains in the database for audit purposes.
Only pending assignments can be revoked. Completed submissions cannot be revoked.
Deleting a form
To permanently remove a form from your clinic (admin only):
- In the forms list, click the trash icon on the form row
- Confirm the deletion
Deleted forms are soft-deleted — they are hidden from the UI but retained in the database. Existing assignments and submissions are unaffected.
Deleting a form removes it from the send workflow and from the forms list. It cannot be restored through the UI. If you want to stop sending a form without deleting it, deactivate it instead.
Renaming a form
Open the form detail page and click the form name to rename it inline. Changes take effect immediately and are reflected in all patient-facing communications going forward.
Form templates
Save a form as a template to reuse its field structure. From any form, click Save as Template. When creating a new form, click Load from Template to pre-fill the field structure.
Patient portal dashboard
Patients with pending forms see an amber Pending Forms card on their portal dashboard. Completed forms are also accessible from the portal for the patient's reference.
Send intake forms at least 48 hours before an initial appointment. This gives patients time to complete the form thoughtfully and gives practitioners time to review responses before the consultation.
Last updated 2026-05-28