With TherapyNotes' built-in document builder, creating and sharing custom forms is simple and streamlined. Whether you need a practice agreement, cancellation policy, or other intake documentation, you can design, customize, and share forms directly through TherapyPortal.
When your client portal is enabled, you can securely send forms to patients for review, completion, and electronic signature before they enter your office. This paperless workflow saves time and helps you focus more on the session, not the paperwork.
Saving & Sharing Your Custom Form
Create a New Custom Form
- Go to Library > Portal Forms
- Click the + Create Form button
Setting Up Your Form
When creating a new form, you’ll be prompted to enter the following:
- Title: The title is visible to patients when the form is shared through the portal.
- Description (optional): This field is only visible to practice users. Use this field to provide additional context or internal notes about the form.
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Sharing Options: Choose when and how the form will be available on the client portal:
- Shareable on Demand: Make the form available for individual sharing with patients.
- Always Available on the Portal: Allow any portal-enabled patient to access the form at any time.
- Not Shareable: Keep the form private until it’s ready for use.
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Staff Access: Specify the access level for the form after it’s completed:
- Administrative
- Billing
- Clinical
Build & Organize Your Form
The document builder gives you full control over the layout and content of your form. You can add Text and Structure to your form with the following elements:
- Text Blocks: Use the built-in rich text editor to add headings, paragraphs, quotes, and formatted text (bold, italic, underline, lists, and indents) to your form
- Dividers: Use to break up the form into sections
- You can add new elements and organize them by:
- Dragging new elements from the left-hand menu
- Using the + button that appears above or below existing elements
- Reordering elements using the up/down arrows
Add Patient Response Fields
You can add questions and input fields for patients to complete:
- Text Response: Collect short (max 500 characters) or long (max 6000 characters) written responses. You can mark responses as required or optional.
- Single Select: Present multiple choices where only one option can be selected. A response will always be required.
- Dropdown Menu: Present a single-select list. Responses can be required or optional. Only the selected answer will appear on the completed form.
- Checkboxes: Allow patients to select multiple responses. You can choose to make responses required or optional. All options, whether selected or not, will be shown on the completed form.
Signatures & Acknowledgments
You can collect signatures from both patients and your practice:
- Patient Signature: Patients can sign the form using their mouse/finger or by typing their name.
- Practice Acknowledgment: When added to a form, this triggers a Needs Processing status once the patient submits it. A practice user with the appropriate role (Clinical, Administrative, or Billing) will need to sign off on the document.
Saving & Sharing Your Custom Form
When you’ve finished building your form, click Save Form. It’s now ready to share based on your selected settings.
To send a custom form to a patient when the form is “Shareable on Demand”
- Go to Patients > [Patient Name] > Portal tab
- In the Portal Requests and Shared Documents section, click Share Documents.
- In the Share Documents on Portal dialog, make sure the Library Documents tab is selected.
- Start typing the title of your custom form in the Select Library Documents to Share field.
OR
- Locate the Share on Portal button at the bottom of the custom form builder.
- Type in the Patient’s Name
- In the Share Documents on Portal dialog, make sure the Library Documents tab is selected.
- Start typing the title of your custom form in the Select Library Documents to Share field
As you type, TherapyNotes will suggest matching documents. Click your form from the list to add it to the request.
Click Send Document with any relevant instructions.
Editing Your Custom Form
To update a custom form saved to your Library Documents:
- Go to Library > Portal Forms, then select your custom form from the list.
- On the right side of the panel, click the Edit icon.
- Use the form builder tools to make your changes.
- When you're finished, click Save Changes to apply your updates.