Question

When processing forms on the Sidebar, not all the fields are automatically updated in the patient's file. Why does this happen?

Solution

The HotDoc Forms product can automatically place some standard information from a form directly into a patient's file, such as name, mobile number and medicare details. This is further explained here: What fields can automatically be transferred from a form into in a patient file?

However, there may be some instances in which we are not able to write back the information automatically. Some examples of this are:

• If you've added less common fields or custom questions to your form, or if you're using a consent form, you will likely need to manually copy and paste these fields into the patient file. 
  
  
• If you're using a consent form and the patient updates or misspells their first name, last name or date of birth, we will not write back these fields, and you will be required to copy and paste these manually. 
  
  
• If your practice uses Best Practice Indigo or above, please note that we cannot write back any consent settings to Best Practice, only to the patients HotDoc consent settings. See Best Practice Premier Indigo SP1/Jade FAQs for more information.
  
  
• If your practice has the following setting turned off, it's expected that we won't automatically update existing patient's First name, Last name and DOB on their file. 
  
  
  
  Note: you can find this checkbox when editing a form's settings in the dashboard. To do this, please go to Forms > Forms > Edit next to the form you want to check > Settings. To learn more about this, please see: How to edit a Form.
  
  
•  HotDoc can't read the details from some fields within the patient records in your clinical software, but we can read whether the field is empty or not. These fields include Title, Medicare Number and ref, Next of Kin details and Emergency contact details.
  
  For these, if there are already details in them, HotDoc will not overwrite that information with the responses on the form, and you will need to manually copy these fields from the Sidebar. HotDoc will only automatically write back the information for these fields if they are empty on the patient's file.

For more information on how to process Forms, please see How do I process Form submissions?