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Table of Contents
Access the Complete Forms List
To view all forms:
Go to Medical in the top toolbar.
Hover over Digital Forms.
Select All Digital Forms.
This opens a master list of every form created or sent to clients.
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At the top of the screen, you can:
Search by client name
Search by form name
Search by client phone number
Filter by form status
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Understand Form Statuses
When filtering by status, you will see:
Submission Pending
The form was sent to the client but has not been completed.
Client Submitted
The client completed the form, but the practice has not reviewed it yet.
Incomplete
The form was started internally but not finished.
Commonly used when a provider begins a treatment note and plans to complete it later.
Supervisor Review / Director Review
The form is mostly complete but waiting for final approval.
Complete
The form is finalized and can no longer be edited.
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How Form Status Affects Chart Updates
If a form contains EMR fields (such as demographics, insurance, medical history, or treatment details), chart updates will NOT apply while the form is in:
Client Submitted
Incomplete
Updates only push to the chart when the form status is set to:
Supervisor Review
Director Review
Complete
Example:
If a client updates their address on an intake form, the address will not update in the system until the form is reviewed and moved out of Client Submitted or Incomplete.
The same applies to treatment notes. If marked Incomplete, the treatment record will not update until the form status is changed appropriately.
Review Forms Using Fill and Sign
When reviewing a form, always use Fill and Sign.
Avoid simply selecting “Change Form Status” without opening the form.
To review properly:
Select the form.
Click the ellipses (three dots).
Choose Fill and Sign.
This allows you to:
Review all entries
Make edits if needed
Apply signatures
View discrepancy flags
Approve changes before they update the chart
This step protects your data and ensures accuracy.
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Understand Discrepancy Flags
Discrepancy flags appear when a client changes information that already existed in their record.
For example:
If a client changes their date of birth, it will be flagged.
If a client adds allergies where none existed before, it will NOT be flagged (because no prior data was changed).
The discrepancy flag shows:
What information was changed
What the original value was
You can correct the information before saving the form.
Important:
Discrepancy flags only appear in Fill and Sign mode, not in preview mode.
Completing the Form
After reviewing:
Click Done at the bottom.
Select the appropriate status.
If you select Complete, the system will confirm that the form cannot be edited further.
Once marked Complete, it cannot be changed.
Other Form Actions
From the ellipses menu, you can also:
Change Form Status
Changes the status without opening the form.
Not recommended for final review.
Download
Download the form as a PDF.
Change Catalog Date
Modify the form’s date if needed.
Archive
Remove the form from the client’s record.
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You can also use the checkboxes to select multiple forms for a single client.
Note: You cannot perform actions on forms from multiple clients at the same time.
Manage Forms from a Client’s Record
You can also manage forms for one client at a time.
To access:
Option 1
Go to Medical → Treatment List, or
Right-click a client’s appointment and select Treatment Information > Charting
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Option 2
Open the client from the Client List
Once in the Treatment Record:
Select Charting.
View all forms for that client on the left side.
You can:
Search within that client’s forms
Filter by status
Use Fill and Sign
Change status
Download
Archive
The same rules apply here as in the All Forms list.
Important:
Clicking a form shows a preview on the right side.
Preview mode does NOT show discrepancy flags.
Use Fill and Sign to properly review.
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Expected Outcome
Using proper form management:
Prevents forms from sitting in pending status
Ensures chart updates are applied correctly
Protects clinical accuracy
Maintains compliance and documentation integrity
Troubleshooting
Issue
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Likely Cause
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Fix
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Chart did not update
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Form still in Client Submitted or Incomplete
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Change status to Supervisor Review or Complete
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Discrepancy flag not visible
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Viewing preview mode
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Use Fill and Sign
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Cannot edit form
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Form marked Complete
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Completed forms cannot be edited
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Multiple forms not selectable
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Different clients selected
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Multi-select works for one client at a time
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