How to Create a Form in the Portal – PIMSY EHR Help Desk

Overview

Forms (questions and answers) allow you to create your own customized fields and forms throughout the system. This feature allows you to customize Notes, Charts, Personnel Folders, Treatment Plans, Audits, Surveys and many other areas to fit the needs of your practice.

Q&A entries are found in many places in PIMSY. Most of the Default Names should indicate where they are found, such as Client charts, Company Q&A, Progress notes, Assessment notes, etc...

For example, Client Audit 1 is found in the client’s chart under the Audits tab. Misc Company Q & A is found under the Utilities tab. A form for Assessment Note Family History is found within the Assessment Notes section.

Required Permissions and Prerequisites

This article is in reference to our portal application
Relevant staff needing to assign forms to clients will need the View, Modify, Create, and Delete rules for each applicable Q&A form
Relevant staff needing to fill out forms will need the View, Modify, Create, and Delete rules for each applicable Q&A form

Step-by-Step Instruction

Step 1: Navigate to the Question Setup Option

Click the Admin tab at the top of any screen. In the dropdown let your pointer hover over the Forms (Q&A Management) option and click Question Setup in the new menu to the left.

Step 2: Access Questionnaires and Configure Form

Click the left sidebar on the next screen to choose from your Company's existing Questionnaires. You may choose from Active, Inactive, or All to access Questionnaires for starting your Form.

Click the down arrow on the left sidebar of the Category containing the form you wish to use or edit and click on the Form Name to activate it on the right side of your screen.

Click the down arrow on the left sidebar of the Category containing the form you wish to use or edit and click on the Form Name to activate it on the right side of your screen. The following options will be available to choose from to assist you with configuration and making sure your Form is in the desired status.

Your Name - lets you rename the form.
Description - gives your form a description.
Renewal Sub Type - allows you to configure a recurring time frame you'd like the form completed.
Active - lets you make the form Active or Inactive via the checkbox.
Other checkboxes include Save to Client Chart, Available on Client Portal; and Enable Print from Client Portal. These actions drive if the form is client facing and accessible on the client portal.
Display Q&A - shows all of the questions on the form in an enhanced, editable format.
Search Questions - field that lets you enter keywords or terms returning specific questions in your search results.
Show Inactive - when clicked, setting shows questions currently in an Inactive status.
Condensed View - shows an abridged view of the questions on the form by reducing the visible text.
Add Question - lets you manually add a question to the form.

Clicking Add Question will bring you to this screen:

You will fill in the following fields in the Add Answer screenshot above to create each question you are adding. The fields marked with a red asterisk are mandatory:

Question Name - mandatory, the question you want your client or clinician to ask.
Description - gives your question a description.
Control Type - displays a dropdown of settings that you would like to establish what format the answer needs to be when the client responds to the question or text field, whether it be Free Text Long, Picklist Questionnaire, Signature Pad, or Yes/No, among other options.
Options - adds extra functions to your question such is, is the question required, will answering the question finish the form, etc.
Scoring - adds a range of checkboxes which scores the answer given.
Advanced - adds more complicated handling to the answer, such as Calculation, Question Indicators, and others.

Step 3: Navigate to Picklist Management to View or Edit a Picklist

Click the Admin tab at the top of any screen. In the dropdown let your pointer hover over the Forms (Q&A Management) option and click Picklist Management in the new menu to the left.

On the Picklist Management screen, click any Picklist on the left to View or Edit.

Click the name of the Picklist on the left sidebar of the Picklist screen that you wish to use or edit; clicking on it will activate it on the right side of your screen. The following options will be available to choose from to assist you with configuration and making sure your Picklist is in the desired status.

Name - the column which displays the name of an answer in the Picklist.
Description - gives an answer in your Picklist a description.
Order Column - displays the order in which the answers will be listed after Picklist setup.
Active Column - displays all answers that have an Active Status with a checkmark.
Actions Column - provides the means to either Edit an answer in the Picklist or Delete it.
Search Values - field where you may filter by keywords or terms to narrow down your answers view by a specific term.
Add Value - opens a form where you may create and order an additional response question.
Export - click if you wish to download your Picklist data.