Chart: Forms Tabs

The patient chart will typically contain more than one tab designated for consent and evaluation forms. This allows you to segment forms based on process steps like Pre-Admission, Clinical, Treatment Plans, Discharge, etc.

Tab functionality is set up by Super Admins in the Patient Processes settings, where you can confirm which tabs have been enabled for forms. 

Form Types

There are two types of forms available in the Kipu EMR:

• Consents: Simple forms that provide important information and allow the organizations to collect consent for treatment, documents release, financial agreements, and many other forms. These forms can contain functions like checkboxes, radio buttons, date selection prompts, type-in text capabilities, etc. Collect patient, guardian/guarantor, and staff signatures as needed.
• Evaluations: These forms are more complex forms and typically are used to document clinical items, treatment plans, etc., and can require patient, guardian/guarantor, staff, and reviewer signatures. 

Patient Tab Functions

Within any tab designated for forms, there are two basic functions: 

• Add forms: Click on this button to select an individual form, or add an additional copy of a form, as needed. This is also the only way to add a form designated as Load Manually in the form settings. 
• Populate with forms: This button only displays on the tab if no forms have been added yet. Use this button to automatically load all forms assigned to this tab that do not have the Load Manually option selected in the form settings. This is typically used for mandatory or common to all patients forms, such as Consent for Treatment, BioPsycho-Social Assessment, Facility Rules, etc. 

Adding Forms

You can add forms across tabs using the New Document icon or manually from the individual tab. 

Add with New Document Icon

You can quickly add one or more forms from any of the patient chart tabs by clicking on the New Document icon in the patient chart header. Click here to learn more.

Add From Individual Tab

To add a form to an individual tab:

1. From the patient chart, open the tab containing the form you want to add.
2. Click Add form.
3. From the Forms pop-up, click Add next to the form.
   
4. Once the form has been added, it will appear in the list of forms below.

Populate with Forms

The populate with forms function enables users to add multiple forms to the patient chart at once, if no forms have been added in the tab. These are usually mandatory forms that need to be completed for all patients, as configured in the form's templates a Super Admin.

1. To populate forms in a forms tab, simply click Populate with forms. 
2. All forms assigned to the tab will appear.
   • Important: If a form is assigned to a tab but marked as Load Manually in the template, it will not appear when you click Populate with forms.
3. Once you've added a form to a tab, the Time stamps button will appear. If you click on it, you will be able to view the date and time the form was added and last updated, and the user who added it. If the form was copied, it will say "copied at" instead of "created at.

Working with Forms

Once the form has been added, there are a few rules for working with forms:

• Consents: Any user can open the form to request a patient, guardian, and/or guarantor signature. Signature requirements are indicated in the Entry section.
• Evaluations: Users with a function that is listed under the Entry column can open the form by clicking on the name of the form to complete and sign it. If a user function is listed in the Review section, the evaluation requires a secondary signature by that user function to complete the document. 

Form Status

Forms will display a status, that indicates what is next in the workflow:

• Open: The form is ready for use. Applies to consents and evaluations.
• Expires mm/dd/yyyy: The form was signed and has an expiration date. Applies to consents only.
• Revoked mm/dd/yyyy: the form was revoked by the patient on the specified date. Applies to consents only.
• Signed mm/dd/yyyy: The form was signed by the patient. Applies to consents only.
• Assigned mm/dd/yyyy: This applies to assigned Group Session Schedules only.
• Dropped mm/dd/yyyy: This applies to dropped Group Session Schedules only.
• In Progress: The form has been started, but not finished. Applies to evaluations only.
• Ready for Review: The form has been completed and is ready for review by another user. Applies to evaluations marked for review only.
• In Use: Applies to Treatment Plans only. Indicates that the Treatment Plan has been established and is in progress. When all objectives have been attained, the Treatment Plan will be closed.
• Closed: The form is completed and signed by all designated parties. Applies to consents and evaluations.

Form Icons

• Information Icon: Indicates that either Force Signatures or Review Signature Satisfied is turned on the template or it can also indicate additional signatures were added to the document. Hover over to view the conditions for the specific document. 
  • Added Signers: One or more users were manually added as signers from the form.
  • Review Signature Satisfied: Indicates if a signature applied under the staff signatures has the same signature function required for the review signature, the document will skip collecting the review signature and go directly to Completed.
    
  • Force Signatures: Indicates that a signature of at least one staff member per selected function is required (rather than a single staff member/single reviewer etc.). 
    
• Gray Rectangle: If the template has Force Signatures applied, there will be a gray rectangle around the signature groups that are forced, meaning that at least one user with each of the selected functions must sign to complete the form. In the example below, the MD, MHT, and CD all must sign this form before it can be completed.
• Blue Entry/Review Badge: The form requires a signature.
• Green Entry/Review Badge: The form was signed by the patient, guardian, guarantor, or user function displayed in green.
• Gray Review Badge: This indicates that the form used Review Signature Satisfied and the staff signer was also used as the review signer.
• Gray Entry Badge: The patient doesn't have a guardian or guarantor added to their chart so the signature isn't required.
• Edit: Users with the correct permissions can edit forms by clicking the edit icon.
• Delete: Users with the correct permissions can delete forms by clicking on the delete icon.
• Copy: Users with the correct permissions can copy forms by clicking the copy icon.
• Checkmark in Circle: Users with the Chart auditor permission can click on this icon to mark any evaluations and consent forms as complete.
  • Note: When you view the details of a form closed this way, it will say "Marked Closed by" and include the name of the Chart auditor user.

Bulk Deleting Forms

Super admins and record admins can delete forms in bulk by clicking this checkbox to select all forms in the Open status and forms with no signature required, then clicking Delete Selected.

They can also select certain forms in the Open status by clicking on the checkboxes, then clicking Delete Selected.

Collecting Signatures on Forms

At the top right of most tabs, you will see two icons which allow you to collect the patient or guardian/guarantor signature while preventing the signer from being able to access PHI. 

The icon on the left expands the form section of the tab to full screen, and the icon on the right locks the screen. Once a screen is locked, you can hand a patient or guarantor/guardian the device and they can sign off on documentation without the ability to accidentally access information that would violate HIPAA. Once the screen is locked, you can unlock it again by clicking on the lock icon and entering your pin or password.