Articles on: Patient Communication

Adding consent and smart forms to appointment communication email templates

Adding consent and smart forms to your automated appointment communications is a great way to streamline your pre-appointment processes. Both consent and smart forms can be added to any of the email templates you use when sending appointment communications, including confirmations and reminders. Forms are added as links to these messages, which when clicked, will open the relevant online web page where each type of form can be completed.

Smart forms will require an access code sent via SMS, which you will need SMS credits in order to send. Please see information here on how to purchase SMS credits

To add forms links to appointment communication templates:

Open the main menu and choose Settings -> Scheduling -> Appointment Communication

At the bottom of the page, click on Email Templates

Form links can only be added to email templates, not SMS templates

To add form links to an existing template, find the template in the list and choose Edit

To create a new template containing form links, click on +Add template at the bottom of the screen

When editing/creating a template, add your content then place your cursor where you'd like to add the form link and click on the Forms icon in the toolbar:

The Select a form box will open containing all current smart and consent forms

Navigate between the tabs or use the search bar to find the form you are looking for, then tick the box to the right hand side to select it and choose Insert Form:

The form will be added to your email template as a link, with the text on the link the name of the form:

Please do not edit the URL associated with the link, as this is what takes the client to the form when they click on it. Editing the URL will break the link and it will not work

Repeat steps 5 - 7 to add any other forms you'd like to include. For example, you might like to add an intake form containing smart fields to gather client information, and a consent form covering your terms and conditions for treatment to an email template:

Once you've made your changes, click on Save Template

You can then use your template in any new or existing communication trigger to allow it to automatically be sent to your clients in relation to an appointment.

You can create and send different communications out for different appointment types, allowing you to choose which forms are sent for which appointment types

If you include form links in any email template and subsequently delete the form, you'll need to edit the template to remove the link

Smart forms sent as a linked form in this way will still be sent via the direct message pathway, so you'll see an entry made alongside the sent appointment email to reflect this on the Messages tab of the client summary:

They therefore still require an access code sent by SMS to open and complete the form.

Note: You can't click on the link within a template when building it or previewing it, and open the form to view it. The form link won't work if just clicked within WriteUpp in the body of a message, it'll need to be sent out in order to access it. If you want to test that the right form has been added into a communication template, you can create yourself as a test client and book an appointment to get the message sent out.

Updated on: 19/09/2023

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