Creating a Custom Form

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.

Create a New Custom Form

Setting Up Your Form

Build & Organize Your Form

Add Patient Response Fields

Signatures & Acknowledgments

Saving & Sharing Your Custom Form

Editing 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.
• 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.
• 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. Click anywhere inside the New Form section to open the Add Element menu and add the following elements:

• Text and Structure:
  • 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:
  • Using the + button that appears above or below existing elements
  • Reordering elements using the up/down arrows or by dragging them

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 > Select the Edit icon for the corresponding form.
• Use the form builder tools to make your changes.
• When you're finished, click Save Changes to apply your updates.

Copying Your Custom Form

To duplicate a custom form that you created:

1. Go to Library > Portal Forms > Select the Copy icon for the corresponding form.
   
2. Use the Form Builder tools to make changes to your duplicate form.
3. When you're finished, click Save Form to save your new custom form to the Portal Forms Library.