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PatientNow Essentials/EnvisionNow x RxPhoto: Treatment Hub - Understanding EMR Fields

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Table of Contents

  1. Access the Form Builder

  2. Create a New Form

  3. EMR Fields vs Standard Fields

  4. EMR Field Categories

  5. Client-Facing vs Staff-Only Forms

  6. Add EMR Fields to a Form

  7. Demographics EMR Field Behavior

  8. Medical History EMR Fields and Data Sources

  9. Insurance EMR Field Notes

  10. Clinical EMR Fields Overview

  11. When to Use Standard Fields Instead

  12. Saving the Form

  13. Expected Outcome

  14. Troubleshooting

Back to Treatment Hub Overview

Access the Form Builder

  1. Navigate to Medical in the top toolbar.

  2. Hover over Digital Forms.

  3. Select Form Builder.

This opens the Form Management window, where you manage global templates, your account’s forms, and uploaded PDFs.
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Create a New Form

  1. Select New Form in the Account Library.

  2. Choose Fillable Form.

    • Fillable forms allow digital entry by clients or providers.

    • Selecting PDF Form prompts you to upload a static PDF.

  3. Select Next to open the Form Builder.

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Form Builder Tabs Overview

At the top left of the Form Builder, you’ll see three tabs.

Forms

  • Search and open forms from the Global Library or Account Library.

  • Opened forms load into the main canvas for editing.

EMR Fields

  • EMR fields pull data from the client’s chart and update the chart when new data is entered.

  • Use EMR fields when form data must sync back to the client record.

Fields

  • These Standard fields are used for layout and documentation only.

For detailed instructions on how to use the use the form builder, please see here: PatientNow Essentials/EnvisionNow x RxPhoto: Treatment Hub - How to Use the Form Builder

EMR Fields vs Standard Fields

At the top of the Form Builder, you’ll see three main sections:

  • Forms

  • EMR Fields

  • Fields (standard fields)

EMR fields work both ways.

  • They pull information from the client’s chart into the form, and they send updates back to the chart when you save the form.

Any time your goal is to update the client’s chart, you must use an EMR field.

Standard fields are used for layout and documentation only.

  • Examples include formatted text, dropdowns, multiple-choice questions, images, attachments, and signatures.

  • Standard fields do not update the client’s chart.
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Most forms use a combination of EMR fields and standard fields.

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EMR Field Categories

Under the EMR Fields tab, fields are grouped by purpose.

Intake-Focused EMR Fields

These fields are most commonly used for intake and consent forms:

  • Demographics

  • Medical History

  • Insurance

These fields update core client record data such as:

  • Contact information

  • Allergies

  • Medications

  • Chronic conditions

Insurance availability note:

  • The Insurance EMR field is only usable if your account has the Labs integration enabled.

  • If Labs is not enabled, the Insurance option appears grayed out and cannot be added.

Clinical EMR Fields

Below the intake fields are staff-only clinical fields, including:

  • Medical Notes

  • Shots

  • Laser

  • SOAP Notes

  • Equipment

  • Vitals

These fields are designed for internal clinical documentation.

Client-Facing vs Staff-Only Forms

Before adding EMR fields, confirm who will complete the form.

Client-facing forms (intake or consent):

Staff-only forms:

  • Can include all clinical EMR fields and standard fields.

  • Common examples include treatment notes and provider documentation.

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Add EMR Fields to a Form

  1. Open the form in the Form Builder.

  2. Select the EMR Fields tab.

  3. Drag and drop an EMR field onto the form canvas.

Once an EMR field is added:

  • It becomes grayed out in the EMR Fields list.

  • Each EMR field can only be added once per form.

  • The same EMR field can be reused across multiple forms.

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Demographics EMR Field Behavior

The Demographics field includes toggles that control what appears on the form.

  • Toggle entire sections on or off.

  • Toggle individual data points, such as middle name or secondary phone.

  • Blue toggles indicate active fields.

  • Gray toggles indicate removed fields.

Any existing client information automatically pre-populates, reducing the need for re-entry.

To remove the demographics section entirely:

  • Select the field on the form.

  • Choose Delete Field.

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Medical History EMR Fields and Data Sources

The Medical History section includes areas such as:

  • Chronic conditions

  • Allergies

  • Medications

  • Surgeries

You can:

  • Toggle sections on or off.

  • Rename individual items.

  • Add new items using Add new item.

  • Remove items using the X.

Important data source note:
These lists are pulled directly from PatientNow under:
​ Medical → Medical Options

  • Lists are shared system-wide.

  • New items added to patient records expand the list over time.

This keeps terminology consistent while still allowing form-level customization.

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Insurance EMR Field Notes

The Insurance EMR field:

  • Allows multiple insurance entries per client.

  • Includes required fields marked with a red asterisk.

Required fields within EMR fields:

  • Are set by default.

  • Cannot be changed or removed.

Clinical EMR Fields Overview (Staff Use Only)

Medical Notes

  • Automatically record the date and the employee entering the note.

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Shots

  • Dropdowns for compound, injection site, and employee.

  • Options configured under Medical Options.

  • Employee list pulls from active employees.

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Laser

  • Procedure type and equipment configured under Medical Options.

  • Laser Option labels managed in Company Settings.

  • Use Add laser for multiple treatments in one visit.

Important (Multi-Location Practices):
​Laser labels and dropdown values must be the same across all PatientNow Essentials locations.

RxPhoto does not support displaying different Laser Option labels for different locations.
If one location uses different naming conventions than another, the labels may not display correctly in forms.

To prevent issues:

  • Keep Laser Option names consistent across all locations.
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  • Use the same spelling, capitalization, and formatting.
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  • Review settings per location using the Locations dropdown in the top toolbar.
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Maintaining consistent naming ensures charting forms display correctly and keeps documentation standardized across your practice.

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SOAP Notes

  • Sections include Subjective, Objective, Assessment, and Plan.

  • SOAP attributes configured under Medical Options.

  • Plan items pull from services and retail items marked as plan items.

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Equipment

  • Pulls from the treatment equipment list in Medical Options.

  • Calculated fields are updated and calculated in real time while filling out the form.

When you select a piece of equipment in a form:

  • The form will only display the attributes configured for that specific equipment.

  • If that equipment has 4 attributes configured in PatientNow Essentials, the form will show 4 attributes.

  • If another piece of equipment has 2 attributes, the form will only show 2.
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The attributes are dynamic.

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Vitals

  • Includes calculated fields such as body fat percentage.

  • Fitzpatrick scale is preconfigured and cannot be edited.

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When to Use Standard Fields Instead

You do not always need a full EMR field.

Use standard fields with tokens when you:

  • Only need to display information (not update it).

  • Are building demo forms or internal documentation.

  • Want to show basic details like client name or date of birth.

Tokens can auto-populate:

  • Client name

  • Date of birth

  • Age

  • Provider name

  • Clinic name

This approach is common for documentation-only or non-clinical forms.

Common Standard Fields and Rules

Frequently used standard fields include:

  • Signature fields for provider or medical director sign-off.

  • Image fields for annotations and markups.

Standard field rules:

  • Can be marked Required for Submission.

  • Prevent form submission until completed.

EMR fields already contain built-in required rules that cannot be modified.

Saving the Form

  1. Select the form title at the top and enter a name.

  2. Select Save.

  3. Choose the destination folder.

The form appears in Forms Management once saved.

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Expected Outcome

  • You understand when to use EMR fields versus standard fields.

  • EMR fields correctly pre-populate and update the client’s chart.

  • Client-facing forms remain accessible and compliant.

  • Clinical documentation stays accurate and consistent across PatientNow.

Troubleshooting

Symptom

Likely Cause

Fix

Form won’t open for client

Clinical EMR field added

Remove clinical EMR fields from client-facing forms.

Data not updating chart

Standard field used instead of EMR field

Replace with the appropriate EMR field.

EMR field unavailable

Labs integration not enabled

Confirm Labs integration for Insurance fields.

Required field can’t be removed

EMR required rule

EMR required rules are system-defined and cannot be edited.

Back to Treatment Hub Overview

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