Forms & Consent
Digital intake forms, versioned consent collection, and legally immutable signatures.
How Forms Work
Clinics design their own forms from a reusable field library — text inputs, selects, dates, numbers, checkboxes, signatures, and more. Each field is defined once and reused across multiple forms.
The lifecycle of a form
- Admin designs a form template — selects fields from the library, arranges them, marks some as private (visible to specialists only)
- Patient books an appointment — the required forms are generated automatically based on the service and calendar configuration
- Patient fills the form — existing profile data auto-fills where available (name, date of birth, allergies). New answers update the patient's profile for next time.
- Patient signs — once signed, the form becomes legally immutable. No changes can be made by anyone — not the patient, not the specialist, not the admin. The system rejects any modification attempts.
- PDF generated — a professional PDF is created automatically from the signed form, using the clinic's branding. Private fields are hidden from the patient-facing copy.
Auto-fill
When a patient has filled forms before, the platform remembers their answers. The next form they encounter pre-fills with their existing data — reducing friction and ensuring consistency. If the patient updates an answer, their profile is updated too, so future forms always have the latest information.
Consent Management
Consent forms are a special type of form that create a timestamped legal record when signed:
- Who signed (patient identity)
- When they signed (exact timestamp)
- Where they signed from (IP address)
- What they agreed to (exact policy version)
Types of consent
| Consent Type | When It's Presented | Blocking? |
|---|---|---|
| Privacy Policy | During onboarding at each clinic | Yes — must sign before proceeding |
| Telerehabilitation Informed Consent | During onboarding at each clinic | Yes — covers risks of remote treatment |
| Profile Sharing | During onboarding at each clinic | Yes — clinic sees only name until signed |
| Video Recording | Before a recorded appointment | Yes — recording doesn't start without consent |
| Biometric Data | Before camera-based measurements | Yes — camera features disabled without consent |
| Marketing / SMS Reminders | During or after onboarding | No — toggle in settings, no signature needed |
Consent is per-clinic
Consent given at Clinic A does not carry over to Clinic B. Each clinic presents its own consent forms under its own branding and privacy policy. The patient must consent independently at each clinic.
Versioned Fields
Fields in the library are versioned. When a clinic updates a field definition (for example, adding a new option to a dropdown), the change is published as a new version.
- Old forms keep the original version — answers are never reinterpreted retroactively
- New forms use the latest version — patients see updated options going forward
- Historical accuracy is preserved — a form signed six months ago shows exactly the options that existed when it was filled, not today's options
This is critical for legal and compliance purposes. A signed consent form must reflect exactly what the patient agreed to at the time of signing.
Private Fields
Clinic admins can mark specific fields as private. Private fields:
- Are visible to the specialist during the consultation
- Are hidden from the patient-facing PDF copy
- Allow specialists to record internal clinical notes within the same form flow
This means the specialist doesn't need a separate system for internal notes — everything is captured in one place, with automatic visibility control.
For developers
Technical details — database schemas, API endpoints, field versioning mechanics, auto-fill implementation, and form lifecycle state machine — are available in the Forms feature spec and Custom Fields feature spec.