Sending forms and consents to patients

Use Patients → (a patient) → Forms to add forms from a patient chart. Use Forms (1) to manage form templates, and Add forms (2) to create new patient forms. When you send a consent, the patient signs it instead of submitting form answers. On archived patient charts, the forms list is read-only.

Use Forms (1) to manage form templates and Add forms (2) to create new patient forms. 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?

In the left sidebar, click Patients, then click the patient's name. On the patient chart, click Forms. You can send one form or several forms in the same batch. On an archived patient chart, Add forms is disabled.

Use Add forms (1) to open the dialog, Choose form templates (2) to pick one or more templates, Send to patient (3) to send them to the patient, or Fill on this device (4) to hand the device to the patient for in-person completion.

1. In the left sidebar, click Patients, then click the patient's name.
2. Select Add forms.
3. In Forms, choose one or more templates.
4. In Capture method, select the send card.
5. 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 and a text for each 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?

In the left sidebar, click Patients, then click the patient's name. On the patient chart, click Forms to schedule forms when they should go out with visit intake or at another time. On an archived patient chart, you cannot start this from the chart because the forms list is read-only.

Use Add forms (1) to open the dialog, Choose form templates (2) to pick the forms, Capture method (3) to choose when they go out, and Send to patient (4) to schedule the send.

1. In the left sidebar, click Patients, then click the patient's name.
2. Select Add forms.
3. In Forms, choose the templates.
4. In Capture method, use the timing controls on the send card.
5. 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?

In the left sidebar, click Library. Under Library, click Consents. Use Send Consent to Patient when a patient needs to review and sign a consent. The required field is Patient.

Use Patient (1) to choose who gets the consent, then use Send Consent (2) to send it. If the patient cannot be notified, the button changes to Create link.

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?

In the left sidebar, click Patients, then click the patient's name. On the patient chart, click 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. On an archived patient chart, you cannot start in-person filling from the forms list.

Use Add forms (1) to open the dialog, Choose form templates (2) to pick the form, Send to patient (3) to send it, or Fill on this device (4) to hand the device to the patient for in-person completion.

1. In the left sidebar, click Patients, then click the patient's name.
2. Choose one form in Forms.
3. Select Fill on this device.
4. Hand the device to the patient when the updated full-screen handoff screen appears.
5. The patient reads the form, reviews any missing answers, 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 copy, resend, send now, or cancel a form?

In the left sidebar, click Patients, then click the patient's name. On the patient chart, open the form row actions in Forms when a pending or scheduled form needs attention. On an archived patient chart, the row action menu does not offer Send now, Cancel, Copy link, Resend link, or Archive.

1. In the left sidebar, click Patients, then click the patient's name.
2. Find the form in the patient's form list.
3. Open Form actions at the end of the row.
4. Select Copy link to copy the current completion link for a pending form.
5. Select Resend link to issue a fresh link for a pending form.
6. Select Send now to release a scheduled form before its scheduled time.
7. Select Cancel to withdraw a scheduled form.
8. In the confirmation, select Cancel form or Keep scheduled.

Copy link copies a completion link so you can share it with the patient without sending another notification. Resend link reuses the same form record, issues a fresh completion link, and notifies the patient again. When a row shows Link expired or Link locked, its link no longer works and the row offers Resend instead. 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.

If the patient has a date of birth on file, the link asks for it first with the Date of birth field and calendar picker before the form or consent opens. Until the date matches, the page shows nothing about the patient or the form or consent, not even its title. Someone filling it in for a dependent enters the dependent's date of birth. After five wrong dates the link locks, and the patient needs a new one from you. If a newer link replaces the one they opened, the page tells them to continue in the newest tab, email or text instead. If the link was already used, it tells them there is nothing more to do. If the link expired, it asks you to send a new one. If they opened it in another tab or device, it tells them to reload this page to continue. In the same browser tab, the patient isn't asked again when they reload the page or start their next item.

Use the Secure link page (1) when a patient opens a one-time link. If the link is invalid, the Invalid link message (2) appears and the page shows Contact clinic guidance (3).

When the link is valid, the page opens with a document cover that names the practice, shows the form or consent title, and gives the patient the summary before they start. The page also shows a masked patient header under the cover. For a form, the patient selects Fill in & sign form and then answers, signs, and submits it. For a consent, the patient selects Review & sign consent and then reviews, signs, and submits it. A parent or guardian can sign on behalf of the patient when needed.

After submission, the page switches to a completion card. If there is another item waiting, the patient can start the next one from that screen. If there is nothing else to do, the page shows Sign in to your patient portal.

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 Copy link or Resend link because there is nothing left for the patient to complete.
• A patient cannot select Submit form until they read to the end, review any missing answers, answer required visible questions, agree to electronic signature, and sign.
• One-time links cannot be reused after submission, and a locked link needs a new one.
• On archived patient charts, the forms list is read-only, so Add forms, in-person filling, and the row actions for sending, copying, resending, canceling, or archiving are unavailable from the chart.

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 and a text for each 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 Copy link or Resend link if the patient needs a link, or Archive if the form should be hidden from the active list.

How long does a form link work?

A link asks for the patient's date of birth, with the calendar picker, before it opens. Once the date matches, it stays open in that browser tab for the rest of that session, so a reload or the next item in the same tab does not ask again. If the patient enters the wrong date five times, the link locks and needs a new one.

Do one-time links require the patient portal?

No. Form and consent links open without sign-in. After the patient finishes the form or consent, the completion card can offer the next item or, if there is nothing else waiting, Sign in to your patient portal.