Assign a form to a patient

Once you have a form built, you can send it to individual patients. They'll see it in their portal under Forms to complete and get an email letting them know.

Assign from a patient's record

1. Open the patient from All Patients.
2. Click the Forms tab.
3. Click + Assign form.
4. Pick the form from the dropdown.
5. Optional: set a due date (e.g. before their next visit).
6. Optional: add a personal note that shows above the form in the portal.
7. Click Assign.

The patient gets an email like:

Hi Sarah, please complete the Functional Medicine Intake form before your visit on April 12. It takes about 10 minutes. [Open form →]

Assign from the form builder

You can also work in the other direction:

1. Open Clinic Setup → Forms.
2. Click into a form.
3. Click Assign to patient.
4. Search for the patient(s) and assign in bulk.

Useful when you want to send a follow-up survey to every patient who had a visit last week.

What patients see

In their portal, patients see a Forms section listing everything you've assigned. Each form shows:

• Title and short description
• Due date (if set)
• Status (Not started, In progress, Submitted)

They can start, pause, and come back later — answers are saved as they go.

Reminders

If a patient hasn't started a form by the day before its due date, ApexMentum sends a gentle nudge email. If it's still incomplete on the due date, they get one more reminder. We don't spam beyond that.

Auto-assign on signup

If you have an intake form every new patient should complete, set it as a required intake in Portal Settings. Self-registered patients will be prompted to fill it before they can book their first appointment.

Reviewing submissions

When a patient submits, the form appears in their Timeline with a "📋 Form submitted" entry. Click it to see their answers. See Review submissions for what you can do from there.

Pulling form answers into the chart

Once you've reviewed a submission, you can:

• Mark it as Reviewed to dismiss the alert
• Copy answer to chart note for any individual question
• Pin important answers to the top of the patient's record

Related

• Create a form
• Review submissions