This article will take you through the steps for editing an existing Form, in the Forms section of the HotDoc Dashboard. This will cover: 

• • Adding new questions or follow up questions
  • Editing or removing existing questions 
  • How to view or edit a forms settings (editing the forms name, custom message, privacy policy, terms of use, linked appointment types and whether it requires a signature or not)
  • How to send a form as soon as the patient books an appointment 

Training Video

This video covers both creating and editing a form. Click the button that says Skip to Editing at the beginning to go straight to the editing section. Alternatively, read the steps in the article below. 

How to edit a Form's questions

1. Log into your HotDoc Dashboard and click Forms > Forms on the left of the page.
   
   
2. Click the Edit button next to your form and select Questions.
   
   
   
   
   

   To edit an existing question 

3. From the sections box, choose the section of the form that you would like to edit. The section will be green once you have selected it.
   Click the pencil next to an existing question to edit it. 
   
   
   
   
4. You can then start editing the question details or settings by clicking and typing, selecting an option, or clicking the red bin icon to remove a question.  
   
   
   
   
5. If you would like to add a follow up question, at the top right of the page, click the + Add follow up question button, then follow the prompts.
   The same button also appears at the bottom of the page so you don't have to scroll back up if you're already down there.
   
   
   
   
6. After you have made changes to the question, click the green Update Question button in the bottom right to save changes.
   
   
   
   
   

   To add a new question 
   
   

7. Choose the section from the sections box that you would like to add a new question to, then click the + Add question button on the right. 
   
   
   
   
8. On the page that appears, under Question Type, select if the question will use a template or if you will create a custom question.
   • If you selected Template, click the Select a Question Template drop down menu and choose an option.
     
   • If you selected Custom, click the pencil on the right and type in your own question, then select the Answer Type from the drop down menu.
     
     
     
9. Once your question type is set, you can change options and settings including:
   • Position
   • If an answer is required or optional
   • Answer options* (only applies if Answer Type is Multiple Choice or Drop Down)
   • Follow up questions
     
     
     
     
10. Once you have finished, click the Create Question button at the bottom right of the page to save your changes.
    
    

Save Options

Once you have finished making all the changes to your form, you'll need to decide what save option to use. This will depend on whether you want to continue to work on the form at a later date, or make it live straight away.

• Update Draft and Preview allows you to preview the changes you've made to the form before saving. Once you're done previewing click Return to Dashboard in the bottom right:
  
  
  
  
• Save Changes allows you to either choose
  • Save draft (for editing and previewing at a later time)
  • Make live (make changes as live and visible to your patients immediately):
    
    
    
    
• Save Draft allows you to save your changes without making the form live. This will save a draft to the Drafts section of your forms. You can edit this draft again or make it live by clicking Publish to Live. This will replace the current live form with the updated draft:
  
  
  

How to edit a Form's settings

1. Log into your HotDoc Dashboard and click Forms > Forms on the left of the page.
   
   
2. Click the Edit button and choose Settings next to the form you'd like to edit the settings for.
   
   
   
   
3. At the top you can edit your Form Settings which includes:
   

   Form Name	This will be shown to patients when filling out the form.
   Custom Message	For patients to read at the top of the form. Hover on the blue info icon to see how this appears on the form.
   Privacy policy	Include a URL link to your privacy policy.
   Terms of use	Include a URL link to your terms of use.
   Include signature field on form	Check this box if you would like your form to include a signature field for patients to sign.
   Require signature to submit form	Required: Patient must sign the form before they can submit this.  Optional: Patients can submit their form without signing.
   Automatically mark forms as complete after actioning in the sidebar	When this setting is enabled, form submissions will be marked as complete automatically once the submission has been actioned in the sidebar and the PDF has written back to the patient's file. These form submissions will not need to be manually marked as complete in the sidebar after they have been actioned.
   Automatically update First Name, Last Name and DOB for existing patients	If this setting is enabled, we will automatically update the first name, last name and Date of Birth fields in the patient file for existing patients in your software. If setting is disabled, you can manually update this information by copying and pasting this from the Sidebar into the existing patients file in your software.
   Include letterhead in submission PDF	If this setting is enabled, we will automatically add your practice details to the letterhead of the downloadable form PDF. If setting is disabled, we will not add your practice details to the letterhead of the downloadable form PDF.

   
    
4. For consent forms only, you will see the Form Template Settings.
   Here you can control if the form is automatically updated to the latest template by toggling ON or OFF and, if customised, Reset to HotDoc Template:
   (For more information, please see: How can I reset a consent form to the HotDoc template?)
   
   
   
   
   
5. At the bottom, you can edit Form Appointment Settings to see which appointment types the form applies for and how often patients will be prompted to fill in the form.
   
   

   NOTE: The Form Appointment Settings section is not applicable to New Patient Registration Forms. It is only applicable to other forms types, such as consent, assessment, and custom forms.

   
   
   • In blue, you will see which appointment types this form sends for.
   • To unlink a type, click the X to the right of the appointment type.
   • To link a new type, click the Select appointment types drop down menu and tick the box next to the appointment type you want to link. Note that this list shows appointment types from your clinical software:
     
   • Select how often you would like patients to be prompted to fill in this form: Once only, every time they book the linked appointment type(s), or periodically.
     
     
   • If Periodically is selected, you'll also be shown the minimum amount of months between prompts. To adjust this, click in the field and type in a new number.
     
     
     
6. When you're finished editing Form Settings, click the green Save button at the bottom right. 
   

Send a form as soon as the patient books

If you choose to, you can enable a setting to send a form link to the patient as soon as their booking has been created in your appointment book. If enabled, this will apply to all forms that are live in your Dashboard. 

The link can be sent via push notification, email or SMS.

To enable the setting:

1. Go to Forms > Forms in the HotDoc Dashboard. 
   
   
2. Check the box next to Send the form as soon as the patient books and click the Save button at the bottom right.