Custom Forms Setup & Management

Medaius supports Custom Form Management, enabling clinic administrators and practitioners to build dynamic, specialty-specific forms (such as pediatric questionnaires, cardiovascular screenings, or consent sheets) without changing code.

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Form Template vs. Form Response

There are two primary concepts to understand:

• Form Templates: The blueprint configuration that defines which questions exist, their types, and what resource mapping or validation rules apply.
• Form Responses: The filled-out clinical records completed by practitioners or submitted by patients.

The Custom Forms directory gives you a live overview of all active templates, their clinical specialties, publication versions, and direct quick-action buttons for managing templates and viewing responses.

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1. Creating Custom Form Templates

To build a custom form template, users with appropriate role permissions (Administrator) can use the form builder:

1. Navigate to Custom Forms in the left sidebar menu.
2. Click the + New Form button in the top right corner. The builder opens as an intuitive three-step wizard.

3. Step 1: Basic Information, Access Scope & Publishing:
   • Form Name: Enter a clear clinical title (e.g., General Consultation History, Cardiology Assessment).
   • Description: Add guidance notes or instructions for clinicians and patients.
   • Clinical Specialty: Categorize under specialties such as General, Cardiology, Pediatrics, or Mental Health.
   • Form Type: Choose between Clinical (for charts and consultations) or Administrative (for registration and consent).
   • Language: Choose the language for questions (English, Burmese, etc.).

Publication Status & Visibility Scope:

1. Why Publish? (Draft vs. Active)

• Draft (Admin only): While drafting questions, the form is completely isolated. Doctors cannot mistakenly select it during patient encounters, and external patients cannot view or submit responses.
• Active (Available): Publishing the form promotes it to production status. It immediately surfaces in the Form Inbox, attaches to consultation charting sidebars, and becomes accessible on public portals.

2. Usage Scope: Internal vs. Public vs. Both

• Internal: Restricted exclusively to authenticated healthcare practitioners inside the Medaius digital health workspace. Appears solely inside the consultation note editor during clinical encounters.
• Public: Configured for external patient self-completion. Medaius generates a shareable web URL and QR code suitable for pre-visit SMS invites, online booking check-ins, or clinic waiting room kiosks.
• Both: Seamless dual availability. Doctors can complete the form during a visit, or patients can submit it ahead of time from home.

3. Allow Anonymous Submissions

• Why Enable Anonymous?:
  • Ideal for community health screenings, patient satisfaction surveys, feedback forms, and whistleblower/incident reports where patient privacy must be preserved without requiring an existing clinic profile or login token.
• When to Keep Disabled?:
  • Essential for clinical intake, informed consent, and diagnostic assessments where responses must be verified and strictly linked to a specific patient's Electronic Health Record (EHR).

Click Continue in the top right to proceed to the fields designer.

4. Step 2: Form Fields & Sections:

   • Click + Add Question or + Add First Question to insert a new question block.
   • Each field takes a label, an optional help text, and an input type:

   Type	Use for
   Text / Textarea	Short clinical answers or detailed narrative notes.
   Number	Quantitative observations and clinical measurements.
   Select / Radio	Single-choice selections from standardized lists.
   Checkbox	Multiple selections or a single confirmation checkbox.
   Boolean	Clear yes/no clinical switches.
   Date / Time	Appointment dates, onset dates, or time logs.
   Email	Validated email address fields.
   Rating	Numerical visual rating scales (e.g., pain scale 1–10).
   Calculated	Real-time formulas derived from other fields (e.g., BMI, risk scores).

   • Organize complex questionnaires by clicking Create Section in the right-hand drawer to group related questions together (e.g., Symptom History, Lifestyle, Vitals).
   • Configure conditional visibility so specific follow-up questions only appear when indicated by prior answers.

5. Step 3: Preview & Save:

   • Review how the form renders across mobile and desktop devices.
   • Click Save to store the draft, or flip the status toggle to Active to publish it immediately across your clinic.

[!TIP] If you prefer not to build from scratch, click the Templates button on the Custom Forms directory page to load pre-built clinical forms.

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2. Resource Mapping (Direct Chart Sync)

Resource mapping connects a form field directly to a structured clinical record in the workspace. When a response is completed or approved, the mapped values are extracted and written directly into the patient's chart, eliminating double-entry.

Example: When a patient or nurse inputs blood pressure into a mapped form field, the system automatically logs the systolic and diastolic readings into the patient's longitudinal vital signs table.

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3. Usage Scope: Internal Forms vs. Public Forms

A defining strength of Medaius is the ability to configure whether a form is reserved exclusively for clinic staff or distributed publicly to patients:

Accessing Public Portals from the Dashboard

When the public forms service (medaius-public-forms) is active:

• Quick Access Menu: Click the Public Booking or Forms icon right from the main clinic dashboard.
• Pending Form Submissions Card: The dashboard features a real-time summary card tracking submitted public forms that await clinical triage and approval.

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4. Generating Shareable & Targeted Links

Every active public-scoped form can be distributed in two ways:

1. General Public Portal Link:

   • A standalone public URL (http://<public-forms-domain>/?formId=<FORM_ID>) that can be embedded on your clinic website or printed on waiting-room QR code banners.
   • Enables anonymous or walk-in intake.

2. Targeted Form Links (Tied to Patient or Group):

   • Generate a secure, pre-authenticated link tied to a specific patient profile:
     1. Open any active form template in Custom Forms and click Targeted Link (or click Share Public Form from a patient profile page).
     2. Select the recipient:
        • Individual Patient: Search by patient name (e.g., Sarah Chen, Alex Morgan), phone number, or record number.
        • Group Therapy Cohort: Choose an active group to distribute forms to all cohort participants simultaneously.
     3. Click Generate Link.
     4. Copy the URL to dispatch via SMS/WhatsApp or display the QR code for instant scanning on the patient smartphone or clinic reception tablet.

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5. Patient Public Submission Experience

When a patient opens the public form link on their phone, tablet, or laptop:

• No Login Barrier: Patients do not need to create a patient portal account or remember passwords.
• Responsive Layout: Question sections, date pickers, conditional fields, and signature canvas automatically adapt to mobile screens.
• Immediate Confirmation: Upon completion, the patient receives an instant confirmation banner and the encrypted submission is securely transmitted to the clinic workspace.

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6. Public Forms Inbox & Clinical Triage

All patient responses submitted via public links arrive in the Form Responses Inbox (/custom-forms/inbox):

Response Lifecycle & Review Workflow:

• Submitted: Complete and awaiting clinical review.
• Pending Review: Flagged by triage nurses for attending physician sign-off.
• Finalized (Chart Sync): Once approved, mapped clinical measurements (such as blood pressure, pulse, or vaccine history) automatically synchronize into the patient master electronic health record.
• Rejected: Discarded or flagged as duplicate/invalid.

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7. Related Guides & Next Steps