Forms

Reviewing submissions

Turn a completed form into a new or existing patient record.

The inbox

Forms in the sidebar opens on the Submissions tab, which lists every completed form waiting for your attention (the Forms tab next to it is the form builder). A badge next to the nav item shows how many are still pending — a dot when the sidebar is collapsed, a count when it's expanded.

Handling a submission

For each submission, you choose one of a few actions — nothing happens to a patient record automatically:

Create a new patient from the submitted answers
Link to an existing patient, if this is a returning patient or a duplicate submission
Dismiss it, if it shouldn't become a patient record at all

A submission that came in through a patient's own booking-confirmation link already knows which appointment (and therefore which patient) it's for — that submission shows the patient's name right away and offers Accept for [name] instead of the Create/Link choices above, since there's nothing to guess. It still sits under Pending until you accept it, so it gets a look before the appointment rather than silently attaching itself to the chart. If the appointment was booked under the wrong name — a family member filling it out, for instance — Link to a different patient is right next to it.

Either way, the answers stay visible on the patient's Forms panel afterward, and a short breadcrumb note is added to the patient's notes recording when the form was submitted. If the form required a signature, it appears under View answers too — see Signatures & consent.

Tip

Custom-field-typed questions on the form use the same field types as your organization's custom session fields, so an answer collected on a form reads the same way it would if you'd typed it into a session yourself.

Download a submission as a PDF

Every submission has a Download PDF button, in the inbox and under the patient's Forms panel. The PDF has your practice's name and logo, the questions and answers as they were when the patient submitted, any agreement wording, and, if the form was signed, the signature with the date, time, and the IP address and browser it was captured from. Because it snapshots the form as submitted, it stays the same even if you edit the form later.

Note

A PDF contains the patient's answers. It is created when you click the button, not stored by Goji, and each download is recorded in your access log. Handle the file the way you would any other patient record.

Why nothing happens automatically

Auto-creating a patient from every submission risks silent duplicates — the same person submitting twice, or a test submission you meant to ignore. Reviewing each one keeps your patient list clean.