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Send a Single Form

1

Open Send to Patient

From the Forms List, either click the form name directly or click the gear icon and select Send to Patient.
2

Search for the Patient

Type the patient’s name in the search field and select them from the results.
3

Choose a Delivery Method

  • SMS — Click Open Chat to go to the Decoda messaging screen with the patient. A pre-written text message containing the form link is ready to send — review it and hit send. The patient receives the link as a text message on their phone.
  • Email — Click Compose Email to write the message, then Send Email. See Write the email.
  • In Person — Click Fill In Person to open the form on your screen so you can fill it out on behalf of the patient (e.g., while they’re standing at the front desk).
If the patient has no phone number or no email address on file, the window tells you so you can pick a method that will reach them.

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Write the Email

The Email tab gives you a Subject and a full editor. Both start pre-written, with your clinic’s header and a button that opens the form.
  • Click Select template above the message to start from a saved email template instead. Search the list by name and pick one. A template replaces the subject and the whole message, including the form button — add a link back to the form before you send.
  • Type / in the message to insert something without leaving the keyboard: a heading, a bulleted or numbered list, a quote, a button, an image, or a Variable such as the patient’s name.

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Send Multiple Forms at Once

1

Select Forms

On the Forms List, check the boxes next to the forms you want to send. A bulk action toolbar appears.
2

Click Send to Patient

Click the Send to Patient button in the toolbar.
3

Choose a Patient and Send

Search for and select a patient, then pick SMS, Email, or In Person — the same three delivery methods as a single form, covering every form you selected.

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Send Forms from a Patient’s Appointment

If you’ve linked forms to a service (configured in Services), those forms are automatically tied to any appointment for that service. To send them:
  1. Open the patient’s appointment (from the calendar or the patient’s chart).
  2. Look for the forms section within the appointment details — it lists any forms linked to that appointment’s service.
  3. Click Send Forms to Patient to text the patient a message with the form links, just like sending forms from the Forms List.
This saves time because you don’t need to go to the Forms List and manually select which forms to send — the right forms are already attached based on the service.

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Configure the Default SMS Message

Each form can have a customized default SMS message that accompanies the form link when sent to patients:
  1. From the Forms List, click the gear icon on the form and select Edit Default Message.
  2. Edit the message in the rich text editor. You can use dynamic variables (patient name, tenant name, etc.) that auto-populate when the message is sent.
  3. Click Save Changes.
If your custom message doesn’t include the Form Link variable ({form.url}), Decoda appends the form link at the end automatically so patients always have a way to open the form. Rewriting the message never accidentally strips the link.

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Fill a Form In Person

When a patient cannot complete a form on their own device, staff can fill it in person:
  1. From the Forms List, click the gear icon on the desired form and select Fill In Person.
  2. Search for and select the patient.
  3. The form opens within the console. Complete each section on behalf of the patient.
  4. Submit the form. The submission is recorded under the patient’s name.
This option is also available from the Send Form window and the bulk Send to Patient window.

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Membership Agreements

A form that shows a membership plan’s own price and terms is sent from the patient’s membership, not from the forms list — that is the only place Decoda knows which plan the patient is signing for. Selecting one here holds the send and names it. See Membership Details in Forms.

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Form URLs and Sharing

Each form has a unique URL. You can share forms in several ways:
  • Copy URL — Copies the direct link to the form. Share via any channel (email, text, website).
  • Generate QR Code — Downloads a QR code image linking to the form. Print and display in your clinic lobby, on brochures, or at the front desk.
  • Group Form URL — When multiple forms are selected, a combined URL is generated that walks the patient through all selected forms in sequence.