How to Use the Amend & Edit Forms Feature in Patient Now RX
Feature Overview
The Amend & Edit Forms feature allows users in Patient Now Essentials and RX Photo to formally amend completed forms directly within a patient’s treatment record. Similar to the Simple SOAP amendments workflow, this functionality provides a compliant, transparent method for making necessary adjustments or updates to completed charting records. Instead of overwriting previous data or deleting notes, the feature maintains a complete, immutable version history and audit trail. Users can view, track, and download both the original document and any subsequent amended versions at any time.
When to Use It
Correcting Clinical or Administrative Errors: Modify typos, erroneous details, or inaccurate entries made in a completed form while preserving the original submission for compliance and medical-legal records.
Adding Missing Clinical Notes Post-Treatment: Append additional notes, follow-up observations, or clarification details after a form has already been marked complete.
Maintaining Audit Compliance During Multi-Stage Revisions: Make multiple sequential updates over time (e.g., Amendment 1, Amendment 2, up to 50+ amendments) while retaining full visibility into what changed and when.
Important Rules & Limitations
Form Status Constraint: You can ONLY amend forms that have a status of Complete. If a form is in any other status (e.g., Director Review), the Amend & Edit option will be inactive/greyed out.
Original Form Protection: The original form version is strictly read-only. Users cannot alter or overwrite the initial record once submitted.
Unlimited Amendments: There is no limit to how many times a completed form can be amended.
Full Audit History Location: While the Docs tab displays an indicator icon when a form has been amended, detailed version comparison and field-level tracking are strictly accessible under the Charting tab.
Prerequisites
The targeted form must be in Complete status.
User access permissions to the Charting tab or Digital Form List within PatientNow.
Detailed Step-by-Step Guide
Instructions
Step 1: Navigate to the Patient Charting Tab or Digital Form List
Open the patient’s chart and navigate to the Charting tab. Alternatively, access the Digital Form List from the main menu.
Option 1: Open Patient’s Chart:
Access the Treatment screen via one of the following methods:
Option 1: Right-click on an appointment and select Treatment Information.
Option 2: Hover over Medical menu, select Treatment List, and choose a treatment to edit.
Select the Charting tab.
Option 2: Digital Form List:
Hover over Medical Menu
Hover over Digital Forms
Select All Digital Forms
Step 2: Verify Form Status
Locate the form you wish to update under the Charting tab or on Digital Forms List. Check the status column/badge.
If the status is Complete, you may proceed. If the status is Director Review or another incomplete status, the Amend & Edit option will be inactive. Change the form status to Complete first.
From Treatment Screen Charting Tab:
From Digital Forms:
Step 3: Initiate the "Amend & Edit" Process
Click the Ellipses (...) icon next to the completed form, then select Amend & Edit.
The form opens inside an editor iframe (similar to the standard fill-in-and-sign interface) featuring a new Version History panel on the left side.
From Treatment Screen:
From Digital Forms
Step 4: Select the Amendment Version
Examine the left-hand Version History panel:
Click Original if you need to review the locked, read-only initial submission.
Select the active amendment entry (e.g., Amendment 1) to unlock the form fields for editing.
The form fields on the right side become editable for the selected amendment version.
Step 5: Make Form Updates
Click into the desired fields and make all necessary corrections, updates, or additions.
Tip: AI Scribe dictation is fully supported during the amendment edit process.
Step 6: Submit the Amendment
Click the Submit button at the bottom of the form iframe & select the status for the form (complete, incomplete, etc).
The system saves the amendment, closes the editor iframe, and updates the treatment record view.
Step 7: Review Amendment History & Compare Versions
Option 1: Treatment Screen Charting Tab
On the Charting tab, locate the amended form. Look for the Amendment Icon next to the form title. Click on the form to view the right-hand Preview panel.
The preview displays the latest version (e.g., Version 2).
Specific fields that were altered display an Amendment Icon next to them.
Use the version toggle controls at the top of the preview panel to switch between Version 1 (Original) and Version 2 (Amended) to verify changes.
Option 2: Digital Forms
In Digital Forms, locate the amended form. Click the Ellipses (...) icon on the form and select View & Download.
Use the version toggle controls at the bottom of the preview panel to switch between Version 1 (Original) and Version 2 (Amended) to verify changes.
Specific fields that were altered display an Amendment Icon next to them.
Download Specific Form Versions
Option 1: Treatment Screen Charting Tab
On Treatment Screen Charting Tab, click on the form.
In the preview panel, select the specific version you wish to export
Select the Ellipses (...) icon on the form
Select Download.
Option 2: Digital Forms
In Digital Forms, locate the form.
Select the Ellipses (...) icon on the form and select View & Download.
Use the version toggle controls at the bottom of the preview panel to switch between Version 1 (Original) and Version 2 (Amended) to select version to download.
Select Download.
The system exports a PDF file corresponding exactly to the version currently selected in the preview.
Monitor Amendments Across System Tabs
The Docs tab on the Treatment Screen indicates amendment status and directs you to the Charting tab for complete audit history.
The Digital Form List displays exact amendment counts and provides full Ellipses (...) menu actions (View, Download, Amend & Edit).
Troubleshooting & Pro-Tips
If the Amend & Edit option is unavailable or greyed out, hover over the button to see a tooltip explaining why. This feature is strictly restricted to forms in Completed status, and will also be inactive if the form is currently being amended by another user.
Read-Only Original Records: You cannot directly edit the Original version listed in the left-hand panel. Always ensure you have selected the current Amendment version before making changes.
Version-Specific Downloading: Before clicking Download, ensure you have toggled to the exact version (Original vs. Amendment N) you need. The download output reflects the currently active preview.
Finding Full Tracking Details: The Docs tab only flags that an amendment exists. For field-by-field breakdown, version comparison, and complete audit history, always use the Charting tab.
Scribe Integration: Scribe dictation tools remain fully compatible and operational when making updates within the amendment editor view.