Checking the Status of Shared Consents, Intake Forms and Assessments

The Documents page helps you track the status of all shared consents, intake forms, and assessments across your practice. From here, you can review document activity, filter results to find what you need, and send reminders for incomplete paperwork. This page supports multiple form types and allows you to combine filters to quickly locate client-specific documents.

In this article:

• Viewing Document Statuses
• Reminding Clients of Incomplete Paperwork
• Frequently Asked Questions
• Related Resources

Viewing Document Statuses

To check the status of your client’s documents, navigate to the Forms and Documents section in your account and select Documents. From this page, choose the tab that corresponds to the type of form you want to review. This page shows the current status of each document and allows you to send reminders for incomplete paperwork.

The screen displays the following information:

• Client: Name of the client
• Name: Name of the form or assessment
• Shared At: The date the form was shared
• Completed At: The date the form was completed, if completed
• Status: The current status of the form
• Next Appointment: The date of the client’s next scheduled appointment

Statuses

A form can have one of the following statuses:

• Complete: The client completed the form
• Incomplete: The client has not completed the form
• Pending Countersignature: The practitioner still needs to sign the form
• Countersigned: The practitioner has countersigned the form

Filters

Select the Filter button to open the filter panel. You can use any combination of filters to narrow or expand your results. All filters except Form Type persist across tabs.

Available filters include:

• Client: Search for a specific client by typing their name
• Client Status: Filter by Active or Inactive clients, with Active selected by default
• Status: Filter by document status
• Form Type: Filter by a specific form type
• Date Range: Filter by a start and end date that the form was shared or completed
• Rendering Provider: Filter by a specific provider

Reminding Clients of Incomplete Paperwork

Any form with a gray Incomplete status can be selected to send a reminder to the client.

Sending a reminder

1. Open the Documents tab and locate a form with an Incomplete status.
2. Select the three-dot menu icon on the far right of the document.
3. Choose Send Reminder.
4. Review the list of incomplete forms for that client in the pop‑up and check or uncheck individual forms to adjust which documents will be included.
5. Customize the email subject or message if needed.
6. Select Send to send the client an email reminding them to fill out the forms.

What Happens Next

• The email uses placeholders that automatically populate when sent:
  • [[Documents List]] inserts the selected document names, each on a new line
  • [[Link to Portal]] inserts the client’s portal link.
  • We recommend keeping these placeholders intact.
• After sending, you can verify the time and date the reminder was sent by hovering over the status icon.
• Clients receive an email with the list of incomplete documents, your message, and a button that links to the client portal.

Frequently Asked Questions

How do I find documents for a specific client?

Use the Client filter in the filter panel. Start typing the client’s name and select the match from the list.

Why am I only seeing active clients in my results?

Client Status defaults to Active. Change the filter to Inactive or All to expand your results.

Why do I see Pending Countersignature?

This status appears when the client has completed the form, but the practitioner still needs to sign it. Signature requirements are customized from Forms and Documents > Forms.

Why isn’t a form appearing on the Documents page?

The Documents page only shows forms that have been shared with a client. If a form is missing, open the client’s chart, go to the Portal tab, and select Manage Documentation to confirm the form was shared.

What if I no longer want the client to complete a form?

Navigate to the client’s chart and open the Portal tab. Select Manage Documentation, then deselect any forms you no longer want the client to complete. This removes the form from their portal and from the Forms page.

Related Resources

These articles provide additional guidance on working with forms and documents:

• Inviting Clients and Sharing Documents in the Client Portal
• Understanding Signature Requirements for Different Form Types