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 (1) to open the forms list in the patient chart. Form templates are managed in Forms; see Building forms if you need to create or edit a form before sending it. Archived patient charts are read-only here, so Add forms and row actions are disabled and you can't start Fill on this device from that chart.

How do I add a form for a patient?

In the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms. Add forms when you want a patient to complete one from the chart. You can send several forms at once, or choose one form for in-person completion on your device. On an archived patient chart, this page is read-only, so you can't add new forms there. Use Forms (1) to open the forms list, then Add forms (2) to open the dialog.

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?

On the same page, in the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms. Choose Fill on this device when the patient is in the clinic and can complete one form on your screen. Use Form selected (1) to confirm the one form you picked, and Fill on this device (2) to start the in-person handoff flow. Ona opens a full-screen handoff flow so the dashboard stays hidden while the patient holds the device, and the masked patient header appears under the document cover. You can't start Fill on this device from an archived patient chart.

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. If Ona shows missing required answers during review, the patient can use the Next unanswered nudge to jump to them before signing.
8. The patient reviews the signer declaration, agrees to electronic signing and says who is signing if they are not signing for themselves.
9. The patient draws their signature.
10. The patient selects Submit form.
11. 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. Before the form or consent opens, Ona asks for the patient's date of birth in a date picker. 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 and the document's title and summary, then the patient reads or answers, agrees and signs.

After completion, Ona shows a confirmation and then either a next-step card or a portal action:

• Form submitted means the answers were delivered to the clinic.
• Consent signed means the signed consent was delivered to the clinic.
• If there is another open item, Ona shows a card for it so the patient can continue.
• If there is nothing else to do, Ona shows Sign in to your patient portal.

If the link cannot be used, the patient sees a secure-link status page that explains whether the link was replaced by a newer link, expired, already used, or opened in another tab or on another device. If the link has been locked, the patient sees a dead-end page with no document to open.

How do I review a submitted form?

On the same page, in the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms. Open a submitted form to review 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.
5. Review the signer details when the form was signed on the patient's behalf.

The Submitted badge (1) marks the row as finished, the Form row (2) is the submitted item you open, and Signature and completion details (3) show the evidence captured with the submission.

Submitted forms show Submitted. Pending forms show Pending until the patient completes and signs them. When someone signs on the patient's behalf, the completion details include that signer.

If linked records are present, open the Records tab to see source history sections with the linked records. Those sections can include diagnoses, observations, allergies, medications and supplements.

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

On the same page, in the left sidebar, click Patients, then click the patient's name. In the patient chart, click Forms. Use the form row actions when you need a completion link, a form needs follow-up or a form should be removed from the active list. On an archived patient chart, the row actions are disabled.

The Form actions menu (1) holds the follow-up actions for that row. Resend link (2) sends a fresh completion link, and Archive (3) hides the form 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 Copy link for a pending form with an active link.
5. Select Resend link for a pending form when the patient needs a fresh link.
6. Select Send now for a scheduled form that should go out before its scheduled time.
7. Select Cancel for a scheduled form that should not be sent, then select Cancel form. Select Keep scheduled to leave it scheduled.
8. Select Archive to hide a form from the active list, then confirm with Archive.

Copy link is shown only for pending forms whose link has not expired. 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 use Fill on this device from an archived patient chart.
• You cannot resend a form that is already Submitted.
• You cannot copy a link from the row actions after the form link has expired.
• 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.
• If a secure link was replaced by a newer link, expired, already used, or opened in another tab or on another device, the patient sees a status page instead of the form.
• When you complete a form in person, missing required answers are handled during review and can be jumped to before signing.
• A secure link can stop at the date-of-birth check in the date picker if the link is locked.

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 patient opens the secure link without signing in. Before the form or consent opens, they confirm their date of birth in the date picker. After they finish, they may see another item to do or a Sign in to your patient portal action.

Why is Fill on this device disabled?

Fill on this device is available only when exactly one form is selected and the dialog is busy.

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. If the link is locked, the patient sees the dead-end page instead of the form.

Can someone else sign the form for the patient?

Yes. The in-person flow includes a signer declaration before submission, and submitted forms can show who signed on behalf of the patient.