Jane's Guide

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Patient Forms Report

  1. Reports
  2. Patient Forms Report

    3. 5 min read

The Patient Forms Report is a centralized place to view the status of all intake forms and access patient profiles to send reminders.

📣 Heads up: If you don’t see completed intake forms in your report yet, don’t worry. We’re rolling this update out to clinics gradually, and it’ll be available to you soon.

Let’s take a closer look. 👀

Start by heading to Reports on the top blue bar of Jane and then select Patient Forms from the menu to the left:

By default, the report displays all patients with booked appointments who have outstanding intake forms. Outstanding forms are ones that haven’t been started or are in progress.

Report filters

Here’s what you can filter by in this report:

  1. A patient’s name or form name (just use the search bar at the top)
  2. Outstanding or completed intake forms
  3. The patient’s appointment date
  4. Where the patient’s next appointment is booked
  5. Which staff member they’re seeing
  6. Patients with no upcoming appointments.

Sending a reminder

The Last reminded column will show you the last time a patient received an email reminder to fill out their form, just so you don’t double-up. If you want to send another reminder, click the View more button under the Actions column.

In this panel, you’ll find the patient’s upcoming appointments, their outstanding forms, and a Send reminder dropdown. Choose between an email or a phone call (please note that the phone call option is manual).

You can add an optional message to your email, which will appear after a greeting, so you don’t have to capitalize it. Below is an example of the message and how it looks in the reminder email.

Clicking on a patient’s name in the report will open their profile in a panel to the right. You can scroll down to their Online Intake Forms section where their form can be filled out.

When you’re finished, you can click the X in the upper right corner of the panel to close it.

FAQ

Can I be notified when a patient fills out an intake form?

Yes! Head to your staff profile and click Edit/Settings under your name.

Select Settings under your name:

In the Notification Preferences section, you can select the checkbox labelled Send email notifications for submitted intake forms.

You’ll then have a dropdown menu where you can choose whether this applies to all patients or only your patients. Admin staff or Clinic Owners may want a broad view of all forms completed at the clinic, whereas a practitioner may prefer to see only their patients’ forms.

Make sure to save your changes when you’re done.

Do Clinical Surveys show up on this report?

No, currently this report shows intake forms only.

Are completed intake forms included in this report?

Completed intake forms are being added to this report, but we’re rolling this update out to clinics gradually. If you don’t see completed forms on your report yet, they’ll be available soon.

Will patients without an upcoming appointment show up on this report?

By default the report will be filtered to show patients with upcoming appointments only, but you can select the No Appointment Booked checkbox to see patients with no upcoming appointments who have outstanding or completed intake forms.

Which staff members in Jane can view this report?

All staff members can access the Patient Forms Report, but the information visible within the report depends on your Staff Access Level.

  • Full Access, Administrative / All Billing and Front Desk staff can view intake form statuses for all patients across the clinic.

  • Practitioner (Limited) and Practitioner/Front Desk staff can view intake form statuses only for patients they have an appointment history with. This means they will not be able to see clinic-wide information, but rather only forms related to the patients they’ve been scheduled with in the past.

If you’re seeing a limited list of patients or forms in the report, it’s likely due to these access level restrictions.