How to send a form

There are two practical ways to send forms in circleOS:

1. Share one specific form when you already know which form the patient should complete.
2. Send the patient forms link from a required-forms list when you want the patient to see everything that is currently missing.

Option A: share one specific form

1. Go to Settings → Forms.
2. Open the form.
3. Use Copy URL.
4. Paste that link into your message to the patient (email, SMS, chat, etc.).

This copies the patient-facing link for that one form inside the patient app.

If the form is connected to Fillout, you may also see Open in.... That opens the staff-side editor in Fillout. It is not the patient link.

Use this option when you are sending one known form, for example a consent form or intake form you have chosen yourself.

Option B: send from a required-forms list

When you are looking at a patient's required forms list, circleOS can send the patient forms link without leaving the workflow. You will usually see this in Live Mode or on form-requirement widgets around the patient workflow.

Available actions are:

• QR code: show the forms link on-screen so the patient can scan it.
• Email: send the forms link to the patient's saved email address.
• SMS: send the forms link to the patient's saved phone number.
• Add requirement: add another required form before sending.

This method sends one shared patient forms link rather than a single-form URL. The patient opens that link, logs in, and sees the forms that are currently required for them.

In practice, QR, email, and SMS all send the same shared forms entry point. If the patient is already in clinic, QR is usually the fastest and least fragile option. Email and SMS depend on your workspace messaging setup and the contact details already saved on the patient record. If the patient is struggling to access forms on their own device, the troubleshooting prompt in the forms widget shows the same link and the phone number they need for login.

Using Add requirement here creates a one-off patient requirement with pre-appointment timing. That is useful for exceptions, but it is different from changing the default service or plan setup.

Where the submission shows up afterwards

After the patient submits, you will usually see the change in:

• the required forms list (status updates), and
• Patient profile → Form submissions.

If the submission is linked to a booking, it can also appear on that booking’s Form submissions section. If the form is configured to sync documents, circleOS can also create a document record from that submission.

If the patient already completed the form on paper or sent it in outside the portal, use Upload from the missing requirement. The current manual upload flow expects a PDF.

Which option should I use?

• Use Copy URL when you want to send one specific form yourself.
• Use QR / email / SMS from the requirement list when you want circleOS to guide the patient through whatever is still missing.
• Use Upload from the missing requirement when the patient already completed the form on paper or sent a PDF outside the patient-facing flow.