Creating new forms

Most of the forms that your practice might require have already been set up for you. They can be found under the ‘Forms’ tab in the Dashboard. For more information on managing these forms, you can find our guide here.

It may be that your practice requires a form that is not currently available in your library. You can use this software to create a new form and insert it into your website in the same way that you would an existing form.

Creating a new form is a fairly simple exercise, but it requires detailed knowledge of the form builder. Please test your form thoroughly before applying it to your live website.

Creating a new form

  • In order to create a new form, you will need to log in.
  • Select the ‘Forms’ option from the black sidebar. This will take you to a list of your available forms.
  • Select ‘New Form’ from the black sidebar. This will take you to the form creation page.

Screenshot of form creation box

  • Choose a name for your form. This will be visible to patients, so ensure that is descriptive without being too long. The form description is not required, but you may like to add one.
  • You will be taken to the form creation page. It is formatted differently from the page editor, but is quite simple to use.

Screenshot of form editor

As you can see, a series of instructions are already on the screen. They will give you a brief overview of how to add fields to your forms. The instructions will disappear once you start to add fields however, so you may wish to keep them open in a new window.

Fields and field usage

On the right hand side of the screen are four field types; standard fields, advanced fields, post fields, and pricing fields. Everything you should require can be found in Standard Fields and Advanced Fields.

Screenshot of standard formsScreenshot of advanced fields

Out of these two field types, only some of the fields will be relevant to you. You can add a field to your form by dragging and dropping the box into place.

Standard fields

  • Single Line Text – allows you to create a box that gives patients a single line space to fill in.
  • Paragraph Text – functions in the same way as Single Line Text, but gives patients a paragraph space to fill in.
  • Drop Down – allows you to create a drop down box with different options for patients to select.
  • Multi Select – allows you to create a list of options where patients can choose any number of the lines that apply to them.
  • Checkboxes – functions in the same way as Multi Select, but with a different layout.
  • Radio Buttons – allows you to create a list of options where the patient may only select one of the given values.
  • Section – allows you to create a section break in the form, to keep similar questions grouped together.
  • Page – allows you to create a page break in the form, to avoid having too many questions on the same page.

Advanced fields

  • Name – allows you to create up to six boxes, to allow patients to input their first, middle, and last names, if you deem it to be necessary.
  • Date – allows you to ask patients to specify a specific date, either manually or from a calendar. Be aware that the default date style is American (mm/dd/yyyy), so you will have to select British (dd/mm/yyyy) from the options.
  • Email – allows you to ask patients for their email address, and also asks them to confirm this email address.
  • Consent – this is the most important box. It allows you to ask patients for their consent to use their information. You are legally required to add this option. You can use your own wording, or copy our standard statement.

“Please note that no medical information or questions will be responded to. The data you supply on this form will be stored on our website, which is hosted by a third party, until it has been processed by the practice. The data will be used lawfully, in accordance with the Data Protection Act 2018, which gives you the right to know what information is held about you, and sets out rules to make sure that this information is handled properly. The practice privacy policy can be viewed on this website.”

Options

By selecting the arrow at the top right of the box, you can view and edit a number of options.

Screenshot of the options tab within a field box

The options in the ‘General’ tab differ depending on the type of box you have selected. Here we are looking at a Single Line Text box, which is one of the most common field types.

The Field Label should be changed to the question that you are asking your patients. In this example, we are simply asking them to name their Occupation.

If it is imperative that you receive certain information, you can manage this in Rules. By selecting the ‘Required’ box, you can ensure that a patient cannot submit a form without completing this field.

Most of the options in the ‘Appearance’ and ‘Advanced’ are not needed, although their functions can be useful. You should only use these options if you feel confident in building forms. Feel free to contact us on support@gpsurgery.net if you require more information.

Preview your form

From the top of the form creation screen you will be able to preview your form as you build it.

Screenshot showing location of 'preview' option

The form may display slightly differently when viewed on your live website, but the layout should be the same. Don’t forget to click the blue ‘Update’ button on the right sidebar to save your changes.

Please test your form thoroughly before applying it to your live website. For information on managing the data you receive from your forms, you can view our guide here.

Form Notifications

It is very important to setup notification email correctly to ensure delivery of these important emails. Please see the Notification Emails section on this page.