If forms are enabled in Live Mode, the visit cart can show a patient forms section for the person you are currently seeing. That lets staff review missing forms, send the patient back to the forms flow, or upload a completed PDF without leaving the visit.
Where forms appear in Live Mode
In Live Mode, the right-hand cart can show pre-appointment patient forms for the patient's active bookings today.
The main patient-forms section at the top of the visit cart appears when forms are enabled for Live Mode in your workspace. Some locations can also force form previews on for their bookings, even if the broader workspace-level Live Mode capability is not switched on.
Separately, some booking cards in the appointment list can still show form previews when the booking location has forms preview enabled. That location-level preview is useful, but it is not the same thing as the main patient-forms section.
If the patient has several bookings for the same service on the same day, circleOS groups those together so the forms list stays readable.
What the Forms card shows
- the forms needed for today’s visit
- a clear missing or complete state for each requirement
- a submission viewer when a valid submission already exists
- an upload button for incomplete items
- a No forms required state when nothing is due
- a troubleshooting shortcut when there are requirements on the visit
What staff can do from the card
From the forms section you can:
- upload a completed PDF for a missing requirement
- open an existing submission and invalidate it if it should no longer count
- show a QR code for the shared patient forms link
- send that same patient forms link by email
- send that same patient forms link by SMS
- add another patient form requirement directly from Live Mode
If forms are already complete, the section can collapse down automatically so the cart stays focused on the rest of the visit.
The QR code, email action, and SMS action all point to the same shared patient forms entry point. The difference is only how you hand that link to the patient.
Manual uploads from Live Mode
Use the upload action when the patient completed a form on paper or sent a PDF outside the patient-facing flow.
Manual uploads:
- must be PDF files
- are linked to the patient
- can also keep the booking or plan context when they are uploaded from a requirement
- satisfy the missing requirement straight away when the upload is valid
- create a patient document for that PDF immediately
Troubleshooting in clinic
If the patient is standing with you and the list still shows something missing:
- open the QR code or patient forms link and let them complete it on their own device
- use the troubleshooting prompt if you need to show the exact shared forms link and the phone number they will use for sign-in
- confirm they completed the correct form, not just any form
- check whether the older submission was invalidated or expired
- upload the PDF manually if the form was completed outside circleOS
- reopen the submission viewer if you need to confirm what was actually received
- if you add a one-off form from Live Mode, remember that it becomes a patient-specific pre-appointment requirement until it is completed or removed
For the general patient-facing flow, see Forms in the Patient Portal.