Completing forms and consents in the clinic

Forms are assigned and reviewed in a patient chart: in the left sidebar, click Patients, click the patient's name, then click Forms. Form templates are managed in Forms; see Building forms if you need to create or edit a form before sending it.

How do I add a form for a patient?

Open the patient's Forms page when you want a patient to complete a form from the chart. You can send several forms at once, or choose one form for in-person completion on your device.

1. In the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms.
2. Open the Add forms dialog.
3. Pick one or more forms in the Forms list.
4. Choose the send method when the patient should complete the form on their own device.
5. Select Fill on this device when the patient is in front of you and you selected one form.
6. Select Cancel if you do not want to add a form.

If the patient is reachable, Ona sends the form link. If the patient cannot be notified, Ona shows shareable completion links instead. When a form is added from a visit with intake scheduled for later, the form can follow that visit's intake timing.

How does a patient complete a form on this device?

Open the patient's Forms page and choose Fill on this device when the patient is in the clinic and can complete one form on your screen. Ona opens a full-screen handoff flow so the dashboard stays hidden while the patient holds the device.

1. In the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms.
2. Open the Add forms dialog.
3. Pick one form in the Forms list.
4. Select Fill on this device.
5. Give the device to the patient when the handoff screen appears.
6. Ask the patient to read the form to the end. They can select Keep reading to move down the form.
7. The patient answers all required visible questions.
8. The patient agrees to electronic signing and draws their signature.
9. The patient selects Submit form.
10. Take the device back when the return handoff screen appears.

The form changes to Submitted. If a required question is hidden by a Show if rule, it is not required. Answers typed into questions that later become hidden are not submitted.

How does a secure link work for forms and consents?

Secure links let patients complete a form or sign a consent without signing in. Forms and consents use the same review-and-sign pattern: the patient reviews the document, completes required items, agrees to electronic signing and signs.

For a form link, the entry screen shows Fill in & sign form. For a consent link, it shows Review & sign consent. The link also shows the clinic name, Sign-in as Not required, and Link as One-time use.

After completion, Ona shows a confirmation:

• Form submitted means the answers were delivered to the clinic.
• Consent signed means the signed consent was delivered to the clinic.

The one-time link cannot be opened again after it has been used. If the link cannot be used, the patient sees a secure-link status page instead of the form or consent.

How do I review a submitted form?

Open the patient's Forms page to open a submitted form and view what the patient sent. Submitted forms are read-only in the completion view.

1. In the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms.
2. Select the submitted form row.
3. Review the answers and submitted date.
4. Review the signature and completion details when they are present.

Submitted forms show Submitted. Pending forms show Pending until the patient completes and signs them.

If clinical records are linked to the form, they appear with the form when available. The linked record sections can include diagnoses, observations, allergies and medications.

How do I resend, send now, cancel or archive a form?

Open the patient's Forms page and use the form row actions when a form needs follow-up or should be removed from the active list.

1. In the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms.
2. Find the form in the patient's Forms list.
3. Open Form actions at the end of the row.
4. Select Resend link for a form the patient still needs to complete.
5. Select Send now for a scheduled form that should go out before its scheduled time.
6. Select Cancel for a scheduled form that should not be sent, then select Cancel form. Select Keep scheduled to leave it scheduled.
7. Select Archive to hide a form from the active list, then confirm with Archive.

Resend link is not shown for submitted forms. Send now and Cancel are shown only for scheduled forms. A canceled scheduled form stays in the list as canceled. Archived forms are hidden from the active list.

What can't I do here?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name) and click Forms. Form completion has these limits:

• You cannot use Fill on this device for more than one form at a time.
• You cannot resend a form that is already Submitted.
• You cannot edit answers in the submitted completion view.
• You cannot complete a used one-time link again.
• You cannot cancel a form from the row actions unless it is scheduled.

Common questions

Can I send multiple forms at once?

Yes. Select more than one form in the Add forms dialog and use the send method. In-person completion stays single-form because you hand the device to the patient for one document.

Does the patient need a portal account to use a secure form link?

No. The secure link page shows Sign-in as Not required. The link is one-time use.

Why is Fill on this device disabled?

Fill on this device is available only when exactly one form is selected and the dialog is not already sending or preparing another action.

What happens if a required question is hidden?

Hidden questions do not block submission. Only required questions that are currently visible must be answered.

Can I reuse a completed form link?

No. After the patient submits a form or signs a consent, the one-time link is used and cannot be opened again.