> ## Documentation Index
> Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Overview
> Build intake forms, send them to patients, collect responses, and manage consent documentation.
**Where to find Forms:** In the left sidebar, click **Settings**, then select **Forms List** (where you create and manage forms). To view patient responses, go to **Check-In > Form Submissions**.
**Prerequisites:** You should have [Patients](/modules/patients) in the system before sending forms. To auto-attach forms to appointments, configure them in [Services](/modules/settings/services).
Forms replace paper intake packets. Patients fill everything out on their phone before they arrive, and the answers flow directly into their chart — no scanning, no retyping.
Each form is built from **blocks** and **questions**. A block is like a section on a paper form — for example, "Personal Information" or "Insurance Details." Inside each block, you add questions for the patient to answer. Patients complete forms via a direct link sent by text or email, or staff can fill forms in person. Submitted answers can automatically update patient demographics, insurance, medical history, measurements, and payment methods.
Create any form — intake, consent, assessment, or custom.
Send one or multiple forms via text message or fill in person.
Review, filter, and export patient responses.
Search, edit, archive, and configure form settings.
**What your patients see:** Patients receive a text message with a link to the form. They open it on their phone, fill out each section, sign if required, and submit. If they close the browser mid-form, their progress is auto-saved — they can pick up where they left off by opening the same link again.
## Create a Form
All forms — intake, consent, assessment, or anything else — are built from the same editor. There is no separate consent form wizard. To create a consent form, simply add Disclaimer, Signature, and Statement questions to a regular form.
Go to **Settings > Forms List** and click **Create Form** in the top right corner. This opens the form editor.
Click the form name area at the top and type a name (e.g., "New Patient Intake" or "Telemedicine Consent"). Optionally add a description below the name.
Click **Add Section** at the bottom of the editor. Choose a section type:
* **Custom Section** -- An empty section for any custom questions.
* **Demographics** -- Collects name, DOB, contact info. Answers auto-save to the patient record.
* **Medical History** -- Collects allergies, medications, history. Answers auto-save to the patient chart.
* **Payment Methods** -- Securely collects a credit card on file.
Use the field palette on the left sidebar to add questions to the selected section. Click any field to add it. The palette is organized into categories:
* **Form Fields** -- Standard question types (short text, long text, number, date, yes/no, single choice, multiple choice, address, phone, email, signature, file upload, disclaimer, statement, document).
* **Demographics** -- Mapped fields that auto-update the patient's record (date of birth, gender, email, address).
* **Vitals** -- Weight and height fields.
* **Measurements** -- Custom measurement fields from **Settings > Measurements**.
* **Measurement Groups** -- A full section of fields from a measurement group.
* **Medical History** -- Health data fields (allergies, medications, family history, etc.).
* **Marketing** -- SMS and email marketing opt-in fields.
You can also drag and drop to reorder both sections and questions within a section.
Use the expiry setting in the top bar to set the number of days before a completed submission expires. After expiry, the patient must re-complete the form. Leave empty if submissions should never expire.
Click **Save** in the top bar. The form is now available in your Forms List and ready to send to patients.
## Use the AI Assistant to Build Forms
The form editor includes an AI assistant that can build entire forms or modify existing ones from a plain-language description. Instead of adding sections and fields manually, you describe what you need and the assistant proposes the changes. You review each proposed change individually before anything is saved.
The Form Assistant tab appears automatically in the right sidebar when you open the form editor. Type your request in the chat input. You can also attach files — for example, a photo or PDF of a paper form you want to recreate.
Type a description of the changes you need. The assistant understands the form's current state, so you can reference existing sections and fields by name. You can ask it to add, modify, or remove sections and fields, rename the form, or build an entire form from scratch.
The assistant streams its proposed changes directly into the editor. Once complete, each change is color-coded:
* **Green** — new sections or fields being added
* **Red** — existing sections or fields being removed
* **Yellow** — existing fields being modified
A review bar appears at the bottom of the editor showing the total number of proposed changes.
Use the checkboxes next to each proposed change to select which ones to keep. You can also use **Select All** or **Deselect All** in the review bar. Click **Accept** to apply your selections, or **Reject All** to discard everything and return to the original form.
The assistant remembers your conversation, so you can make follow-up requests like "Actually, make that section optional" or "Add a signature field at the end." Each new request starts a fresh review cycle.
**Example prompts:**
* "Create an intake form for new dermatology patients with demographics, medical history, and a consent section"
* "Add a surgical history section with questions about past surgeries, dates, and complications"
* "Remove the insurance section and add a file upload for patients to attach their insurance card photo"
* "Rename this form to 'Pediatric Wellness Visit' and add allergy and immunization questions"
### Build a Consent Form
Consent forms use the same editor as all other forms. To create one:
1. Click **Create Form** and name it (e.g., "HIPAA Consent Form").
2. Add a **Custom Section**.
3. Add a **Disclaimer** question with the full text of your consent language. You can format text with special characters:
* Wrap text in double asterisks (e.g., `**important**`) for **bold red text** to emphasize key points.
* Wrap text in single asterisks (e.g., `*notice*`) for **bold text**.
* Wrap text in double underscores (e.g., `__terms__`) for underlined text.
4. Add a **Statement** question if you need a list of consent points the patient must read.
5. Add a **Signature** question for the patient's signature.
6. Save the form.
## Manage Forms
Navigate to **Settings > Forms List** to see all active forms. The table shows one column per form row: the form name, with subtitle text showing the number of submissions, creation date, and expiry setting (if configured).
### Search Forms
Type in the search bar at the top of the list to filter forms by name. The list updates as you type.
### Form Actions
Click the gear icon on any form row to access these options:
* **Edit Form** -- Open the form in the editor to make changes.
* **Duplicate** -- Create a copy of this form and open it in the editor so you can start making changes right away. The copy is named "\{original name} (Copy)" and includes all sections, questions, and conditional logic from the original. Archived sections and questions are excluded.
* **Send to Patient** -- Search for a patient and send the form link via text message.
* **Fill In Person** -- Open the form in the console so a staff member can fill it out on behalf of a patient.
* **Edit Default Message** -- Customize the default SMS text that accompanies the form link when sent to patients.
* **Edit Expiry** -- Set or change the number of days after which a submission expires and must be re-completed.
* **View Submissions** -- Open a panel showing all patient responses for this form (only visible if the form has at least one submission).
* **Copy URL** -- Copy the direct form URL to your clipboard for sharing manually.
* **Generate QR Code** -- Download a QR code image that links to the form. Useful for printing and posting in your clinic.
* **Convert to Note Template** -- Turn this form into a clinical note layout that providers can use when documenting visits. The form's questions become fields in the note template. See [Note Templates](/modules/settings/note-templates) for more.
* **Export PDF for Printing** -- Download a blank PDF version of the form for paper-based workflows.
* **Archive Form** -- Remove the form from active use. If the form has existing submissions, a confirmation prompt appears.
### Bulk Actions
Select multiple forms using the checkboxes on the left side of each row. A toolbar appears with bulk options:
* **Copy Link** -- Copy a single URL that combines all selected forms into one patient workflow.
* **Export PDF for Printing** -- Download blank PDF versions of all selected forms.
* **Convert to Note Templates** -- Turn all selected forms into clinical note layouts for providers at once.
* **Send to Patient** -- Send all selected forms to a single patient.
### Archive a Form
To retire a form without deleting historical data:
1. From the Forms List, click the gear icon and select **Archive Form**.
2. If the form has existing submissions, confirm the archive action when prompted.
Archived forms no longer appear in the active forms list, cannot be sent to patients, and are removed from service form assignments. All historical submissions and patient data linked to the form are preserved.
## Advanced Configuration
Forms can be attached to services so they are automatically required when a patient books an appointment for that service. This is configured in [Services](/modules/settings/services) under the **Forms & Intake** tab of the service editor. When a patient books an appointment, the linked forms are included in their pre-appointment workflow.
The Payment Methods block type lets you securely collect a credit card as part of the form. The patient sees a standard card entry field within the form, enters their card details, and submits. The card is saved to their account so it's ready for future billing — no need to collect it separately at the front desk. This is especially useful for collecting a card on file during intake.
Forms can be converted into clinical note templates for use in the Scribe module. Click the gear icon on any form and select **Convert to Note Template**. The form's questions become fields in the template. You can also bulk-convert multiple forms using the checkbox selection. Converted templates appear in **Settings > Note Templates**.
Add **Measurements** when a form should collect one custom measurement field. Add **Measurement Groups** when a form should collect a full set of related fields, such as vitals or a body composition group. Values are saved to the patient's **Measurements** when the patient submits the form.
Calculated score questions automatically compute a total based on the patient's answers to other questions in the same block. These are useful for clinical assessments and screening tools (e.g., PHQ-9 depression screening). The score displays prominently in the submission viewer under an "Assessment Results" header.
File upload questions allow patients to upload documents such as ID photos, insurance cards, or medical records. You can configure allowed file types, maximum file size, and maximum file count per question. If a patient encounters an upload error, the submission is flagged with a "Requires Follow-up" badge so staff can collect the file through another method.
Document-type questions embed PDF files directly within the form. These are displayed to the patient as part of the consent workflow. When a submission is exported to PDF, the embedded document content is included in the export for a complete record.
Form features are gated by role-based permissions:
* **Forms Submissions Read** -- Required to view the Submissions page and patient responses. Without this permission, the Submissions tab is not visible.
* **Downloads/Export** -- Required to export individual submissions to PDF and to export blank forms for printing.
* **Settings Note Templates Write** -- Required to use the "Convert to Note Template" feature on forms.
All staff can send forms to patients and fill forms in person. Admin users have full access to all form features by default.