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PatientNow Essentials x RxPhoto: Treatment Hub - How to Use the Form Builder

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Table of Contents

  1. Access the Form Builder

  2. Global Library Overview (Left Panel)

  3. Uploaded Templates

  4. Account Library Overview (Right Panel)

  5. Edit an Existing Form

  6. Create a New Form

  7. Form Builder Tabs Overview

  8. Expected Outcome

  9. 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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Global Library Overview (Left Panel)

The Global Library appears on the left side of the screen and contains commonly used form templates.

  • Templates are organized into folders.

  • Folder names appear in bold.

  • The number below each folder name indicates how many forms it contains.Select the down arrow to expand a folder and view its forms.

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Preview Forms

  • Select Preview next to any form.

  • Choose Tablet, Phone, or Desktop to see how the form appears to clients.

  • Select X to close the preview.

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Add Forms to Your Account

  • Use the checkbox next to one or more forms to select them.

  • You may also use the drag and drop method to drag the forms from the Global Library to your Account Library

  • A toolbar appears at the bottom showing the number of selected forms.

  • Choose Save to Account Library or Download as PDF.

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Forms saved to your account from the Global Library appear with “(Clone)” in the name. Review and customize cloned forms to ensure they meet your practice’s workflows and compliance needs.

Use the search bar at the top of the Global Library to find templates by form name, service type, or keyword.

Uploaded Templates

Below the Global Library is Uploaded Templates.

  • These are PDF files you upload into the system.

  • Uploaded PDFs are view-only.

  • PDFs cannot be edited or filled out digitally.

Use uploaded templates for static or reference documents.

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Account Library Overview (Right Panel)

The Account Library appears on the right side of the screen and contains all active forms used by your practice.

At the top of the Account Library, you’ll see:

  • Folder dropdown

  • New Form

  • New Folder

Folder Organization

  • Every form must live inside a folder.

  • PatientNow Essentials and EnvisionNow send entire folders, not individual forms.

  • Review folder structure before creating or sending forms.

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To manage folders:

  • Select New Folder, enter a name, then Save.

  • Use the ellipsis next to a folder to Rename or Archive it.

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Manage Forms

  • Expand a folder to see the forms inside.

  • Use the ellipsis (three dots) next to a form to:
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    • Preview

    • Rename

    • Edit

    • Download

    • Clone

    • Move

    • Share via the client portal or link

    • Archive

Reorder forms by dragging them using the two parallel lines next to each form.
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Edit an Existing Form

  1. In the Account Library, locate the folder containing the form.

  2. Select the ellipsis next to the form.

  3. Choose Edit.

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The form opens in the Form Builder, where you can:

  • Add or remove fields

  • Adjust wording or layout

  • Add EMR fields or standard fields

  • Update required rules or instructions

An unsaved changes notice appears at the bottom as you work.

  • Select Save to overwrite the form.

  • Select Save as New to create a new version and keep the original.

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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

Fields

  • Standard drag-and-drop fields for layout, questions, consent text, images, tables, attachments, and signatures.

Most forms use a combination of EMR fields and standard fields to balance chart integration with clear documentation.

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Note: To save a new form template, at least one folder must exist in your Account Library.

Step 2: Add a Title and Header/Footer

  1. Select the Title field at the top of the screen.

  2. Enter the name of the form.

Select Options to configure branding:

  • Toggle Header on to automatically add:
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    • Practice logo (configured under Administration → Gallery Settings)

    • Form title

    • Client name

    • Date the form was first opened
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  • Toggle Footer on and enter custom footer text.
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[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jhF&feoid=00N3s00000QF9k7&refid=0EMRd00000MQgmv">)

Step 3: Add and Configure Fields

Add a Field

  1. Select the Fields tab on the left.

  2. Drag and drop a field onto the form canvas on the right.
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When a field is added, the Properties panel opens automatically.

  • Configure field options and rules.

  • Enable Required for Submission when needed.

  • If a field is required, a red * will display in the field and this field will require data prior to it being submitted to the practice for completion.

[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jhF&feoid=00N3s00000QF9k7&refid=0EMRd00000MQfCY">)

Rearrange Fields

  1. Drag a field using the vertical lines to reposition it on the form.

Clone a Field

  1. Select the field on the form.

  2. In Properties, select Clone Field.

Delete a Field

  1. Select the field on the form.

  2. In Properties, select Delete Field.
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[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jhF&feoid=00N3s00000QF9k7&refid=0EMRd00000MQgwb">)

Step 4: Save the Form Template

  1. Select Save at the bottom of the screen.

  2. Choose the folder where the form should be stored.

  3. Select Select to confirm.
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[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jhF&feoid=00N3s00000QF9k7&refid=0EMRd00000MQg5O">)

Notes:

  • Use the search bar in the folder selection window to quickly find the correct folder.
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  • For security, you are logged out of RxPhoto after 15 minutes of inactivity. Save your work frequently to avoid losing changes.

Expected Outcome

  • You can access the Form Builder from the Medical menu.

  • Global templates, uploaded PDFs, and account forms are visible and organized.

  • Existing forms can be edited or cloned.

  • New fillable forms can be created and saved to the correct folder.

Troubleshooting

Symptom

Likely Cause

Fix

Form Builder not visible

Permission or integration issue

Confirm RxPhoto integration and user permissions.

Form not sent to client

Form saved in wrong folder

Move the form to the correct folder before sending.

Cannot edit a form

Form is a PDF upload

Recreate the form as a Fillable Form.

Changes lost

Form not saved

Select Save or Save as New before exiting.

Back to Treatment Hub Overview

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