This feature will allow you to create and send documents and questionnaire to your clients so they can fill them out in the portal electronically.
You can customize and use the forms that are supplied by TherapyMate or you can create your own.
To modify or create a new document (template) click on the Edit Documents & Questionnaires link at the bottom of the list shown below.
On the next page you’ll see a list of sample documents. You can modify and use these documents if you so desire by clicking on the link as shown. You can also delete them and create your own.
If you want to create an entirely new document click on the +Add button in the upper right-hand corner.
When you click on the +Add button shown above you’ll be taken into our text editor.
Start by giving your document a name in the Title box.
If you require a client signature on this document check the Signature Required check box. This will enable the client to electronically sign your document when they complete it.
Select the Level 1 or Level 2. Level 1 items are sent more frequently and Level 2 items are sent less frequently to clients.
Create your document by adding text, check boxes and input text boxes to the document. These check boxes and text boxes are what a client will use to enter date into your document. When you are done, click the Add button at the bottom to save your work.
Please Note: The documents and questionnaires are templates that you send to clients via the Client Portal. Do not put client specific information on a template and send it to a specific client. Documents & Questionnaires need to be generic for all clients to fill out.
Creating or Uploading Your Own Client Forms
One of the great benefits of a client portal is the ability to have clients fill out documents online. This prevents you from having the capture the information on paper and later scanning them and uploading them manually to a client's chart. That is very time consuming.
A common question we get is "Can I upload my own forms?"
Basically no...you can't do that. Here is the reason why and what you can do instead.
Even if you could upload your own forms they wouldn't be usable because they wouldn't contain input fields. Input fields are required so you can capture data in an online electronic format. For example, your document might have something that looks like this:
First Name: ______________Last Name: __________________
The lines that you see above are not input fields in the on-line electronic world.
What you can do is copy the contents of your existing forms and paste the contents of your existing form into the TherapyMate text editor and then reformat
Please Note: We recommend that the text from the other document is in plain text format before copying the information for best results. Copying and pasting directly from a Microsoft Word formatted document will contain hidden formatting information and can cause your Therapymate template to not work properly. You can save your Word document as a plain text file and then copy and paste the contents to eliminate the hidden formatting information.
Here is an example of a document that was pasted into the text editor:
Here is an example of a document that was pasted into the text editor:
It contains lines that normally a client would write on if this was a paper document. To make these lines useful in an online electronic format we would replace the lines with input text boxes and checkboxes. See the converted example below:
After you have created your new document click the Add button. The new document will now get added to your master list. You will now be able to send it to clients after you test them.
Testing your Documents and Questionnaires
It is very important that you test your documents and questionnaires templates before you sent them to clients.
1. Create a test client. Put your own email address in the client chart.
2. Invite the test client to the Client Portal by selecting some of the documents you want to test (see below)
3. Login to the client portal as the test client using the username and password you entered when you to invited via email.
4. Click on the template you sent to yourself and test it.
5. Try completing the template and try saving it.
6. If you get an error there is something wrong with your template. You'll need to debug.
7. If you don't get an error, Congratulations! The saved version of the document will appear on the right side of the client's portal page or at the bottom of their notes page in TherapyMate.
Sending Documents & Questionnaires to Clients
Select the documents and questionnaires you wish to send to the client by checking the check boxes on the left next to each item. You can send them from one or both levels at the same time if needed. When the client logs into the Client Portal they will see their list of items in the "Documents to be Completed" area.
If a client desires to temporarily save a document and come back later to finish it, there is a Save as Draft button at the bottom of the document they are working on. The client will receive a message letting them know that their document has NOT be submitted yet. The client can come back later to complete and submit the document.
Additional Resources
Creating and using documents and questionnaires is intended to be a self-service feature. TherapyMate Support can create and/or debug your templates if needed for an additional fee.