Membership Enrollment Details in Forms

A membership agreement usually states three things about the patient in front of you: when their membership starts, when they will next be billed, and who sold it to them. You can write those into the form once and let each patient’s copy show their own, instead of typing them in by hand per patient. These are different from plan details. The plan’s price and terms are the same for everyone signing the agreement. These three belong to the individual patient’s enrollment, so they differ from one signing to the next.

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Add Enrollment Details to a Form

In the form editor, type @ where the detail should go, or use the Insert variable button above the field. These are grouped under Membership Enrollment, directly below Membership Plan: Dates show in your clinic’s time zone, so an agreement signed in the evening is dated the day the patient signed it. Sold By Provider is the person credited with selling the membership — set on the enrollment itself. It is not whoever sends the form, and not the provider on an appointment. Those are separate details:

• Sold By Provider — who sold the membership. From this list.
• Provider Name — whoever sends the form. See provider details.
• The provider on an appointment, which forms don’t offer.

The detail shows as a coloured tag while you edit, the same as patient details, and works in the same places — the form description, section names, question labels, helper text, disclaimer text, document names and signature instructions.

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Link the Form to a Plan

A form that shows enrollment details is a membership form, exactly like one showing plan details — Decoda finds the patient’s enrollment through the plan the form is being signed for. So a plan has to point at the form: open the plan in Settings > Growth > Memberships and set it as the Required Form. See Require an Enrollment Form. This is also why such a form can’t be sent from the forms list. Tick it there and Decoda holds the send and tells you to send it from the patient’s membership instead — see Why Not from the Forms List. While you are editing one, the editor shows a warning across the top as a reminder:

This form fills in details of the patient’s membership enrollment, so the patient has to be enrolled before it can be filled out. Save the membership first in Settings → Growth → Memberships → Add Patient to Membership — Fill In Person and Show on Display there open the form before the enrollment is saved. The enrollment also needs the details this form names — next billing date, Sold By provider — filled in on it.

Keep editing and saving as normal. It is a reminder, not a block.

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Save the Membership First

On Settings > Growth > Memberships > Add Patient to Membership, the buttons that put the form in front of the patient behave differently:

• Send via SMS and Send via Email save the enrollment before sending, so the form opens with the details ready.
• Fill In Person and Show on Display open the form straight away, before the enrollment is saved. A form naming enrollment details has nothing to read yet, so it shows Form Not Ready.

To fill one of these in person, save the membership first — send it by text or email, or finish the enrollment and use Send Form from the patient’s Memberships tab.

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Fill In the Details It Names

Every detail here can be empty on a real enrollment. Sold By Provider is optional when enrolling someone, and a next billing date isn’t always set. If the form names a detail the enrollment doesn’t have, Decoda holds the form back rather than showing the patient a sentence with a gap in it — “sold by .” on a document they are about to sign. Set the missing detail on the enrollment and open the form again. Sold By Provider and Next Billing Date are both on the enrollment form when you add the patient to the membership, and the next billing date can be changed later from the patient’s Memberships tab.

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After the Patient Submits

The wording is kept exactly as the patient saw it. If the next billing date changes afterwards, the agreement they already signed still shows the date that was on screen when they signed it. Only forms still waiting to be filled in pick up current details.

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When a Form Can’t Be Filled In

Patients see a short message asking them to contact the clinic. Staff see what to fix: Printing a blank agreement is unaffected. Export Form PDF from a patient’s membership fills in the plan’s figures and leaves the enrollment details as they are written, because that copy is printed to be filled in by hand.