Appointment-specific consent forms

What are appointment-specific consent forms?

Consent forms can be mapped to specific appointment types, instead of every patient receiving the same bundle of forms regardless of why they're visiting. You can determine which forms go out based on the appointment type a patient has scheduled — so a refraction patient, a cosmetic patient, and a hair restoration patient can each receive different, relevant forms, while core forms like your HIPAA and financial policy forms can still be applied across every visit type.

Why use it?

Assigning consent forms by appointment type helps your practice:

Send the right form to the right patient. Target specific forms — like a laser consent or a hair loss questionnaire — only to the appointment types they apply to.
Keep core forms universal. General forms, like HIPAA or financial policy forms, can still be applied to all appointment types so nothing falls through the cracks.
Reduce friction for patients. Patients are no longer asked to complete forms that don't apply to their visit, making check-in faster and more relevant.
Avoid over-asking. Forms expire after one year, at which point patients are required to complete them again — but they won't be asked to fill out the same form more than once within that year.

How it works

Each consent form is mapped to one or more appointment types. Core forms — like HIPAA or financial policy forms — can be applied to all appointment types.
When a patient books an appointment, they're sent the forms mapped to that appointment type, regardless of which provider they're scheduled with.
Completed forms are pushed back to your EHR.
Forms expire after one year, at which point patients are required to complete them again. They won't be asked to complete the same form more than once during the year.

How to configure appointment-specific consent forms

Your account manager can help you set this up.

Let your account manager know which forms you'd like to map to specific appointment types (and, if relevant, specific locations).
They’ll configure the form(s) against the appointment type(s) you specify.
They’ll confirm the setup with you and let you know once it's live.

FAQs

Can consent forms be mapped to a specific provider?
Not at this time. Consent forms can currently be assigned by appointment type and/or location, but not by provider. For example, if a form is configured for cosmetic appointment types, it will go out to every patient who books a cosmetic appointment, regardless of which provider they're scheduled with.

Can I pilot a new consent form with just one provider first?
Not directly, since assignment isn't provider-based. If you'd like to test a form on a smaller group before rolling it out to everyone, we can instead pilot it at the location level.

What happens when a returning patient books a different appointment type?
They're prompted to complete any forms mapped to that appointment type that they haven't already completed. For example, a patient who completed your new-patient forms at their first visit and later books a Mohs procedure will be asked to sign the Mohs consent — but won't re-send forms they've already completed.

How often do patients need to complete a form?
Forms expire after one year, at which point patients are required to complete them again. They won't be sent the same form more than once during that year.

What if I want a form to go to every patient, regardless of appointment type?
You can apply core forms — like a HIPAA form or financial policy form — to all appointment types so that every patient completes them alongside any appointment-specific forms.

Best practices

Map targeted forms — like laser consents or specialty questionnaires — to the specific appointment types they apply to rather than sending them to your whole patient base.
Keep universal forms (HIPAA, financial policy, etc.) applied to all appointment types so that every patient completes them.
Revisit your form-to-appointment-type mapping as you add new appointment types or services so that new visit types aren't missing the forms they need.