Skip to main content

PatientNow Essentials/EnvisionNow x RxPhoto: Treatment Hub - How to Share Digital Forms

🎓 Need a Walkthrough?

Step-by-step training videos are available in ElevateNow.
If you do not have access, email support@envisionnow.com to be added.

Table of Contents

  1. Automate Forms by Service

  2. Automate Forms in Company Settings

  3. Important Rules Before Sending Forms

  4. Send Forms from an Appointment

  5. Send Forms from the Client Profile

  6. Send Forms from All Digital Forms

  7. Expected Outcome

  8. Troubleshooting

Back to Treatment Hub Overview

Automate Forms by Service

You can set forms to send automatically when a specific service is booked or completed.

To set this up:

  1. Go to Inventory.

  2. Select Service List.

  3. Double-click the service you want to edit.

  4. In the bottom section, select Scheduling.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNKHV">)

You will see two options:

  • Appointment Booked Form Pack

  • Service Completed Form Pack

Appointment Booked Form Pack
This sends forms when the appointment is booked.

Service Completed Form Pack
This sends forms after the service is marked complete.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MMj6g">)

Select the correct RxPhoto form pack from each dropdown. These form packs are created in RxPhoto.

Common setup:

  • Appointment Booked = Pre-care + Consent forms

  • Service Completed = Post-care instructions

Important:
If a form pack is linked to a service, it will send it every time that service is booked.

If the form includes signature fields, the client must sign each time they book that service.

Click Save when finished.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNKFt">)

Automate Forms in Company Settings

You can also set general form automation rules.

  1. Click the gear icon (top right).

  2. Select Company Settings.

  3. Click Integrations.

  4. Find the Digital Form section.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNBao">)

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNKPZ">)

You will see three options.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNJoU">)

  1. Use Auto Send Pre-Service Form Pack on Appointment Booking
    ​
    ​

  • Sends a selected form pack when any appointment is booked.

  • Choose how many days before the appointment it should send.

Example:
Send New Client Paperwork 3 days before every appointment.

  1. Use Auto Send Post Service Performed Pack
    ​
    ​

  • Sends a form pack after every completed service.

  • Choose how many days after completion it should send.
    ​
    ​

  1. Auto Send New Client Form Pack
    ​
    ​

  • Sends a form pack automatically when a new client is added.
    ​
    ​

You can enable one, two, or all three options.

Important:
Click Save Settings after making changes.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MMz8F">)

Important Rules Before Sending Forms

Before sending forms manually, keep these rules in mind:

  • If the form contains EMR intake fields (Demographics, Medical History, Insurance), the client must have a current or upcoming appointment.

  • Forms with clinical EMR fields (like Shots, Laser, SOAP) cannot be sent to clients. If sent, the client will not be able to open the form.
    ​
    ​

Send Forms from an Appointment

If the client has an appointment:

  1. Go to Schedule.

  2. Right-click the appointment.

  3. Select Send Form Pack.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNI2o">)

This opens the Send Forms window.

On the left:

  • Search for the form pack.

  • Select it.

  • Click the arrow to move it to the right side.

On the right:

  • You can add multiple form packs.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNFXy">)

When ready, choose:

Send Forms from the Client Profile

If the client does not have an appointment today:

  1. Go to Clients.

  2. Select Client List.

  3. Double-click the client’s name.

  4. Select Forms at the top.

  5. Click Send Forms.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MN8uh">)

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNKML">)

This opens the same Send Forms window.

Select the form pack and choose:

  • Fill Out

  • Email

  • SMS

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNKNx">)

Send Forms from All Digital Forms

You can also send forms directly from the All Digital Forms section.

This is helpful when:

  1. The client does not have an appointment

  2. You need to resend paperwork

  3. You want to send a one-time form

How to Access All Digital Forms

  1. Go to Medical.

  2. Select Digital Forms.

  3. Choose the form pack (You can sort these by RxForms or UMR Forms).

  4. Select the client.

  5. Click Send Forms

  6. Fill Out or Send by Email or SMS.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNKJ7">)

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNB1L">)

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jpJ&feoid=00N3s00000QF9k7&refid=0EMRd00000MNKRB">)

Expected Outcome

You can:

  • Automatically send forms at the right time

  • Send forms manually when needed

  • Ensure clients complete required paperwork

  • Improve workflow and reduce follow-up

Troubleshooting

Issue

Likely Cause

Fix

Client cannot open form

Form contains clinical EMR fields

Remove clinical EMR fields from client-facing forms

Form did not send automatically

Automation not enabled

Check Company Settings → Integrations

Client did not receive email

Email incorrect or in spam

Confirm client email and resend

Form not available to select

Wrong form pack

Confirm form pack was created in RxPhoto

Back to Treatment Hub Overview

Did this answer your question?