Forms & Questionnaires

CareLaunch provides FHIR-compliant forms and questionnaires for patient data collection, clinical assessments, and registration workflows.

Overview

The Forms system allows you to:

• Create custom forms for any data collection need
• Import from library of pre-built clinical assessments (PHQ-9, GAD-7, etc.)
• Assign forms to patients during registration or via automations
• Review responses from Dashboard > Form Responses and from the patient chart
• Integrate with workflows for automated form assignments

Forms Dashboard

The Forms page displays key metrics:

Metric	Description
Total Forms	All forms in your organization
Active	Forms available for use
Draft	Forms in development
Total Responses	Cumulative form submissions across the organization

These figures are organization-wide totals. The Forms page does not show a response count, completion rate, or other analytics for an individual form.

Form Status

Status	Description
Active	Form is live and can be assigned
Draft	Form is being edited, not visible to patients
Archived	Form is archived, preserving historical data

Creating a Form

New Custom Form

1. Click + NEW in the top right
2. Enter a form name and description
3. Add questions using the form builder
4. Configure validation rules
5. Set the form category
6. Save as draft or publish

Import from Library

1. Click IMPORT FROM LIBRARY
2. Browse available templates:
   • Depression Screening (PHQ-9)
   • Anxiety Assessment (GAD-7)
   • Patient Intake Form - Demographics collection
   • Consent Form - Treatment agreements
3. Select a template
4. Customize as needed
5. Publish

Question Types

CareLaunch forms support FHIR Questionnaire question types:

Type	Description	Use Case
Short Text	Single-line text input	Names, addresses
Long Text	Multi-line text input	Notes, descriptions
Single Choice	One selection (radio)	Yes/No, multiple choice
Multiple Choice	Multiple selections	Symptoms, preferences
Dropdown	One selection from a list	Structured options
Date	Date picker	DOB, appointment dates
Number	Numeric (or Decimal) input	Age, measurements
Yes/No	Boolean toggle	Consent questions
Checkbox	Single checkbox	Agreements
File Upload	Attachment	Documents, images
Signature	Hand-drawn signature capture	Consents, agreements, releases

The builder also includes layout and additional field types — Header, Paragraph, Section, Date Time, Time, and URL.

Multi-Step Forms

Break long forms into focused steps so patients can complete them one section at a time.

Building Steps

1. In the form builder, click Steps in the top bar.
2. Add, reorder, or remove steps.
3. Give each step a clear title (patients see this in the stepper).
4. Use the Step dropdown on each field to assign it to a step.
5. Save and publish the form.

When a form has more than one step, patients see a stepper header and move through the form with Previous / Next (or Submit on the last step). Each step is validated before the patient can advance.

Conditional Logic

Show or hide fields and steps based on earlier answers. This keeps forms concise and adapts the flow to each patient.

Conditional Fields

1. Hover over the field you want to conditionally show.
2. Click Logic.
3. Add one or more rules:
   • Select the trigger field.
   • Choose an operator (equals, not equals, exists, greater than, less than, etc.).
   • Enter or select the comparison value.
4. Choose whether all rules must match or any rule can match.
5. Confirm.

The field is hidden until its rules are satisfied. Hidden fields are not validated and are not required to submit.

Conditional Steps

1. Open the Steps dialog.
2. Next to the step you want to conditionally show, click Logic.
3. Add rules the same way as field logic.

A hidden step is skipped automatically. If a step becomes hidden after the patient has already reached it, the form moves to the nearest visible step.

Form Categories

Organize forms by category:

• Mental Health - Behavioral health assessments
• Clinical - Clinical assessments
• Onboarding - Intake and registration forms
• Screening - Health screenings
• Assessment - General assessments
• Other - Anything else

The pre-built template gallery under IMPORT FROM LIBRARY uses its own separate set of browsing filters — Mental Health, Onboarding, Clinical, Screening, Feedback, Specialty Intake, and Progress Notes. Those filters only narrow the template list; the category you assign to your own form comes from the list above.

Assigning Forms

During Registration

1. Navigate to Settings > Registration
2. Edit a registration workflow
3. Add a "Custom Form" step
4. Select the questionnaire to assign
5. Configure when the form appears

Via Automation

1. Go to Automations
2. Create a new automation
3. Set a trigger (e.g., "Appointment Created")
4. Add action "Assign Form"
5. Select the target form

Viewing Responses

Open Dashboard and select the Form Responses tab. The list shows each submission's patient, form, organization, submitted time, and status. Search the list, or filter by status or form name. View Response on a row opens that patient's Forms tab in the patient chart, where you can open the response to review it.

Clicking a form on the Forms page opens the form builder. Responses for that form are not listed there.

From the patient chart

1. Open the patient
2. Select the Forms tab
3. Review assigned and completed forms
4. Open an individual response

E-Signatures

Forms can capture a patient's signature electronically using the Signature question type.

Capturing a Signature

1. In the form builder, add a Signature field (found under advanced field types)
2. Optionally mark it required — the patient cannot submit the form until they have signed
3. When the patient reaches the field, they sign directly on screen using a mouse, finger, or stylus
4. Undo removes the last stroke; Clear starts over

Signatures work anywhere forms are used, including registration workflow steps and forms assigned as tasks.

Reviewing Signatures

The captured signature is saved as an image with the rest of the response. Staff can see it in:

• The patient's Forms tab in the patient chart, when they open the response
• Dashboard > Form Responses, where View Response opens the patient's Forms tab
• The Tasks view, when the listed tasks have form responses. Each signature field shows as a column with a thumbnail that opens full size when clicked

Record Keeping

Signed responses carry the same safeguards as all clinical data in CareLaunch:

• The signature is stored as part of the patient's FHIR record, with the date and time it was captured
• Every version of the response is preserved — later edits never overwrite the signed original
• Each signed submission records an audit event identifying who submitted it, for which patient, and when. The event is kept if the response or the patient is later deleted. See E-Signatures: Retention and Deletion

Clinical Assessments

The library includes standardized clinical assessments such as PHQ-9 (depression screening) and GAD-7 (anxiety screening). These templates present the validated question sets with LOINC-coded response options, so responses are captured consistently and can be reviewed by clinical staff.

note

Automatic total-score calculation and severity banding (e.g. Minimal/Mild/Moderate/Severe) are not currently computed by the platform — responses are collected but scores are not auto-generated.

FHIR Compliance

All forms are stored as FHIR R4 Questionnaire resources:

• Questionnaire: Form definition
• QuestionnaireResponse: Patient submissions

Step definitions and field-to-step assignments are persisted as Questionnaire extensions, while field-level conditional rules use the native FHIR enableWhen / enableBehavior mechanism. This keeps forms fully interoperable with other FHIR systems.

Best Practices

Form Design

• Keep forms focused and concise
• Use clear, patient-friendly language
• Include progress indicators for long forms
• Test forms before publishing

Data Collection

• Assign forms at appropriate touchpoints
• Set realistic completion deadlines
• Send reminders for incomplete forms
• Review responses promptly

Troubleshooting

Form Not Appearing

1. Check form status is "Active"
2. Verify form is assigned correctly
3. Check patient portal access

Responses Not Saving

1. Verify required fields are completed
2. Check file size limits for attachments
3. Try a different browser

Related Documentation

• Patient Registration — assign forms during patient onboarding
• Automations — trigger form assignments automatically
• Reporting — operational reports for your organization

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Last updated: October 28, 2026