In Instinct EMR, staff reviews a completed Digital Form and either accepts it, which writes changed preset answers to the patient and client record, or marks it as reviewed, which writes nothing. Accepting a form requires the business_office_manage_accounts_and_patients permission.
Find a submitted form
Patient chart: Navigate to a patient’s chart, then Visits → Forms.
The Forms section lists every form sent to the patient with status, name, sent date, due date, and linked visit or appointment. It displays eight rows by default; click Show all to see more. Filter by status as needed.
Dashboard widget: Open the user Dashboard and navigate to the Stay ahead widget. By default, this section only displays forms you sent or forms where you are a notification recipient.
Use the filters to choose which forms are displayed. Forms can be filtered by Relevance (Relevant to me or All forms) and Status (Reviewed, Needs review, Incomplete, Approved, Expired).
Notification center: Click Review form in a notification to open the review panel.
Accept a submitted form
Open a form with the status Needs review.
Review the answers.
A green icon to the right of a field indicates that there was a change made by the client that will update the patient/client information. Click the green icon to exclude the change when accepting the form.
Click Accept when ready.
The review panel marks each preset field with a color:
Green: This field has been changed by the client, and the record will be updated if this is accepted. Click it to decline the update.
Gray: The answer matches the record, so nothing changes.
Red: You declined the update. Click it again to approve the update, which will turn it green.
After a form has been accepted, every field is locked and displays the outcome. The Accept option is unavailable for Incomplete, Expired, and Approved forms.
Accept a new client & patient form
From your Dashboard in Instinct, open the new client/patient form with the status Needs review.
Review the answers.
Click Accept. Upon acceptance, a new account and patient chart will be automatically created.
A new client account and patient are created from the form's answers. If the email address or phone number the form was sent to matches an existing account, Instinct uses the existing account and only creates a new patient.
Mark a form as reviewed without updating the record
Open the form.
Click Mark as Reviewed.
Nothing is written to the record. Exclusions stay set, and you can still accept the form later.
Link a form to a visit or appointment
Open a sent form to be reviewed. The client does not need to have filled it out yet.
Add, change, or remove the visit or appointment link.
Note: Forms sent automatically via an appointment reminder keep their appointment link fixed. |
Form statuses on the patient record
Status | Meaning |
Incomplete | Sent, but the client has not submitted it. |
Needs review | Submitted by the client and waiting on staff. |
Reviewed | Staff marked it as reviewed. Nothing was written to the record, and you can still accept it. |
Approved | Accepted. Preset answers were written to the record, and the approver and time are displayed. |
Expired | The link expired before the client submitted the form. |
Still need help?
Contact support via live chat or email [email protected].