Sending forms and consents to patients

Use Patients → (a patient) → Forms to add forms from a patient chart. Use Forms to manage form templates. When you send a consent, the patient signs it instead of submitting form answers.

Screening forms are sent like other forms. If the template has scoring, your team can review the score in the form viewer after the patient submits it. See Building self-scoring screening forms for setup.

How do I send forms from a patient chart?

Use Patients → (a patient) → Forms when you already have the patient open. You can send one form or several forms in the same batch.

1. Select Add forms.
2. In Forms, choose one or more templates.
3. In Capture method, select the send card.
4. If timing options are shown, keep the visit intake timing or choose another delivery time before sending.

Ona creates the patient form records. If the patient can be notified, Ona sends the forms to the patient. If you selected more than one form, the patient receives one email listing every form.

If the patient cannot be notified, Ona creates the records and then shows links for you to share another way. A scheduled batch does not show links yet because links are created when the scheduled send is released.

How do I schedule forms for later?

Use Patients → (a patient) → Forms to schedule forms when they should go out with visit intake or at another time.

1. Select Add forms.
2. In Forms, choose the templates.
3. In Capture method, use the timing controls on the send card.
4. Select the send card.

Scheduled forms stay on the patient's form list until they are released. If the patient cannot be notified, shareable links are not available until the scheduled send is released.

How do I send a consent to a patient?

Use Send Consent to Patient when a patient needs to review and sign a consent. The required field is Patient.

1. In Patient, choose the patient.
2. Select Send Consent.

If the patient cannot be notified, the button changes to Create link. Select Create link to create the consent record and show a secure link you can share with the patient another way.

How do I fill a form with the patient in the clinic?

Use Patients → (a patient) → Forms when the patient is present and you want to hand them the device. In-person filling works with one selected form at a time.

1. Select Add forms.
2. Choose one form in Forms.
3. Select Fill on this device.
4. Hand the device to the patient when the handoff screen appears.
5. The patient reads the form, answers required questions, agrees to electronic signature, signs, and selects Submit form.
6. When the return handoff screen appears, take the device back and continue.

The form is submitted on the patient chart. The dashboard stays hidden while the patient has the device.

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

Use the form row actions in Patients → (a patient) → Forms when a pending or scheduled form needs attention.

1. Find the form in the patient's form list.
2. Open Form actions at the end of the row.
3. Select Resend link to issue a fresh link for a pending form.
4. Select Send now to release a scheduled form before its scheduled time.
5. Select Cancel to withdraw a scheduled form.
6. In the confirmation, select Cancel form or Keep scheduled.

Resend link reuses the same form record, issues a fresh completion link, and notifies the patient again. Send now releases the scheduled form and notifies the patient. Cancel form keeps the row in the list as cancelled, but the form will not be sent.

What do patients see when they open a form or consent link?

Patients open a secure one-time link. They do not need to sign in.

For a form, the patient selects Fill in & sign form, completes the form, signs, and submits it. For a consent, the patient selects Review & sign consent, reviews the consent, signs, and submits it.

The completion page shows Sign-in: Not required and Link: One-time use. After submission, the link is used and cannot be opened again. If a link is already used, expired, revoked, invalid, or unavailable, the patient sees a secure-link status message instead of the form or consent.

What can't I do here?

In Patients → (a patient) → Forms, sending is limited in these ways:

• Fill on this device works with one selected form only.
• Scheduled batches do not provide shareable links until they are released.
• Submitted forms do not show Resend link because there is nothing left for the patient to complete.
• A patient cannot select Submit form until they read to the end, answer required visible questions, agree to electronic signature, and sign.
• One-time links cannot be reused after submission.

Common questions

Can I send multiple forms at once?

Yes. In Add forms, select more than one form and use the send card in Capture method. When the patient can be notified, Ona sends one email listing every form.

What happens if the patient cannot be notified?

Ona still creates the form or consent record. Instead of confirming that it was sent, Ona shows one-time links for you to share another way.

Can I cancel something after it was already sent?

The shown cancel action is for scheduled forms. Once a form has already been sent, use Resend link if the patient needs a fresh link, or Archive if the form should be hidden from the active list.

Do one-time links require the patient portal?

No. Form and consent links show Sign-in: Not required on the completion page. They are one-time links for that specific form or consent.