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Forms

Forms in circleOS are questionnaires your team uses to collect information from patients or staff. Common examples are intake forms, consent forms, pre-visit checklists, and follow-up forms.

Most teams build the actual questionnaire in an external provider such as Fillout, then register that form in circleOS. circleOS handles the operational layer around it: assigning forms to workflows, sending patient-facing links, tracking submissions, and showing what is still missing.

The two parts to keep separate

Forms

Forms are the reusable records in Settings → Workflow → Forms.

Each form record stores things such as:

  • the title
  • the external form ID
  • the provider platform
  • whether the form is published
  • submission sync settings
  • whether submissions should create documents or draft plans

This is usually maintained by admins or workflow owners.

Form requirements

Form requirements decide when a form is needed for a patient or workflow.

In the current day-to-day UI, requirements are usually attached to a:

  • service
  • plan
  • one-off patient workflow

A requirement tells circleOS which form is needed, who should complete it, and when it should count as due or complete.

Where forms show up

  • Settings → Workflow → Forms: your form catalogue
  • Form detail pages: the form's own Submissions tab and Settings
  • Patient profile → Form submissions: everything submitted for one patient
  • Booking and Live Mode workflows: required forms for the current visit
  • Plans: missing forms during a plan, when that workflow is in use

The form catalogue itself is usually an admin setup area. Day-to-day users more often meet forms through required-form lists, Live Mode, or patient submissions.

What you can do

  • Keep a clean list of reusable forms in one place.
  • Publish forms when they are ready for staff use.
  • Attach forms to the workflows that need them.
  • Copy a direct link to one specific form.
  • Send the patient forms link from requirement screens by email, SMS, or QR code.
  • Review submissions from the form itself or from the patient profile.
  • Upload a completed PDF to satisfy a requirement manually.
  • Turn submission side effects on or off, such as document syncing, document publishing, or draft-plan creation.

Form settings that matter most

On each form's detail page, circleOS lets you control the main behaviour:

  • Published: whether the form is available for use.
  • Webhook URL: shown when the form is using webhook-based submission sync.
  • Use bulk sync instead of webhook: switches submission syncing to the scheduled daily sync path.
  • Sync documents: create document records from submissions.
  • Auto-publish documents: publish those generated documents automatically.
  • Generate plans from submissions: create a draft plan from each new submission.

How the usual flow works

  1. Create the form record in circleOS and enter the external form ID.
  2. Publish the form when it is ready.
  3. Choose how submissions should arrive: webhook or bulk sync.
  4. Decide whether new submissions should also create documents or draft plans.
  5. Attach the form as a requirement where needed.
  6. The patient or staff member completes the form, or staff upload a completed PDF instead.
  7. circleOS records the submission and marks the requirement complete when there is a valid submission.

Completion and validity

A required form counts as complete when circleOS has a valid submission for that patient and workflow. That can come from the normal patient-facing flow or from a manual PDF upload by staff.

If a submission should no longer count, staff can invalidate it. Some requirement setups also store a validity or refresh window so circleOS can decide when a fresh submission is needed again. An invalidated or expired submission no longer satisfies the requirement.

Two links worth knowing

  • Form URL: copied from one form when you want to send that exact form.
  • Patient forms link: sent from a requirements view when you want circleOS to show the patient whatever is currently missing for them.

The QR, email, and SMS actions in required-form lists all hand out that same patient forms link. Patients sign in there and then see the forms that are relevant for them.

Next steps