Completing Digital Forms in PatientNow Essentials
Client Experience: Completing Forms from a Personal Device
1. Receiving and Accessing the Form Link
Clients receive a secure link to complete their forms.
Forms can be filled out on any device — phone, tablet, or computer.
When the client selects the link, they are taken to the form homepage.
From here, they can select “Review and Complete” to begin.
If they exit before starting, the same link can be reused later.
⚠️ Important: Form links expire after 72 hours if unopened. Once a client begins filling out the form, 15 minutes of inactivity will automatically log them out. The link will then expire, and a new one must be sent.
2. Form Layout and Sections
Each form may include several sections that mirror the EMR fields in PatientNow, such as:
Demographics
Medical History
Insurance Information
3. Prepopulated Data
Existing client data (e.g., name, date of birth, contact info) is auto-filled.
Clients can review and edit this data if needed.
Required fields are marked with an asterisk (*); optional fields are not.
4. Medical History Section
Contains optional fields (no asterisks) to accommodate clients without medical conditions.
Pre-existing medical history entries will populate automatically.
Clients can:
Edit or delete existing conditions.
Add new chronic conditions, allergies, medications, or surgeries.
Dropdown menus are configured under “Medical Options” in PatientNow.
Clients can either select from the dropdown list or add new items manually.
5. Insurance Information Section
Prepopulated if insurance is already on file.
Clients can remove insurance information if they are self-pay or unable to provide details.
Required insurance fields are marked with a red asterisk (*).
Clients can type in their plan name, which will populate from available options.
Additional policies can be added as needed.
6. Signature and Submission
At the end of the form, clients will see a confirmation statement and a signature box.
Once the form is signed and submitted, it is automatically sent back to the practice.
The practice can then review any edits before updating the client record.
In-Office Workflow: Completing Forms via the RXPhoto App
1. Setup
Download the RXPhoto app on an iPhone or iPad (most practices use an iPad).
Open the app and search for the client using the search bar.
2. Starting the Form
You can start a new form in one of two ways:
Option 1: Hold down on the client’s name and drag left → Select Create.
Option 2: Tap on the client’s name → Open Face Sheet → Select Enter Client Record → Choose Create → New Form.
3. Selecting Forms
Navigate through form folders using the arrows.
Tap a specific form to select it, or tap the folder circle to select all forms in that folder.
Select “Fill and Sign” at the bottom.
4. Using Client Kiosk Mode
Choose Client Kiosk mode to lock the app and ensure privacy.
This prevents clients from navigating to other client records.
Clients complete the form just like they would from home:
Review prefilled information.
Add new details.
Edit existing entries.
5. Submitting the Form
After completing the form, clients select Submit.
A confirmation pop-up appears:
Cancel → return to form.
Proceed → submit and send to staff review.
Clients will then see a message confirming that forms have been submitted.
6. Post-Submission Options
Clients may visit the Consultation Center, a secure area where educational content and before-and-after photos can be displayed.
When ready, they can log out to end kiosk mode.
The practice can then log back into RXPhoto with full access.