Template: Pre-Populate Data from One Form to Another

Pre-Population is a way to carry forward information from one previously completed evaluation to another. This is typically used to carry over information from evaluations completed during pre-admission to post-admission forms that ask the same questions e.g., a Bio-Psychosocial. This prevents duplicate work for the providers and allows them to ask the patients to verify the data versus repeating what they already said.

Verify Field Types

The Evaluation Field type fields must be the same or the pre-population will not work. 

Example: The question is the same between forms, however,  one uses the radio buttons while the other one uses checkboxes. While the question and answer options are the same, the field types are not, so it won't be able to transfer between forms until both field types are the same e.g., both radio buttons or checkboxes.

Fields Work with Pre-Population

The following evaluation fields support pre-population:

• text
• auto-complete
• string
• checkboxes
• checkbox_first_value_none
• drop-down
• point_items
• matrix
• datestamp
• timestamp
• radio-buttons

Not supported: Any fields not listed above are not supported by pre-population (whether they work or not), we cannot troubleshoot pre-population errors for any fields not present in the above list.  

Setup Pre-Population

To have an answer pre-populate over to a new form:

1. Open the Evaluation (Templates > Evaluation > Edit).
2. Start by locating the question/field in the first evaluation template where the answer is coming from. Locate the key identifying number above the Name.
3. In the subsequent evaluation where the answer should populate, locate the field. Then, enter that key identifying number into the Pre-populate with (ID) field.
4. If the field was completed in the first evaluation, the field will automatically populate when the second evaluation is added to the patient chart.

Important
Form pre-population is one-directional. If the provider completes the forms out of order, it won't pull the information because the system is looking at a blank form to pull information from. So, it's important to make sure that you set up any forms using Pre-Population in the order your facility fills them out.

Not Supported: A form can only be set to pull information for a specified field type from one form. For Example if you have three forms and you need to have the same field moving from Form 1 into Form 2 and Form 3, you can not also set Form 3 to pull the same section from Form 2 in case Form 2 is filled out before Form 1. If two pre-populate ID's are set in the same field box it will not recognize the second.

Template Connections

Once a template has been added to another evaluation via the Pre-Populate with ID feature, you can view the connection using the Template Connections feature.

1. From the desired template, click on Template Connections.
2. From the Template Connections modal you can view the names, IDs, and item numbers of all forms linked to the current evaluation as long as both items are enabled and have not been deleted.
3. If you click on the name of an evaluation, it will open in a new window and bring you to the selected item.