How Does Flex Know When Intake Forms Are Due?

Knowing when a form is due helps your team stay on track—but more importantly, it tells Flex when to take action. When forms are due the system can automatically send them ahead of the appointment, prompt them during check-in, and provide a clear visual indication in the patient profile—helping to ensure patients complete what is needed before they sit in the chair.

How the system knows when forms are due:

Flex checks two specific areas to determine when a form is due. 

1. The “Health History Update Schedule (In Months)” setting.

This setting is managed by Administrative Users↗️ in your practice. It can be found in ‘Forms’ just above the ‘Edit Web Forms’ button. This is the first place the system checks to decide if a form is due.

2. The 'Patient Information'↗️ section in the 'Patient Profile↗️.' 

The second area the system checks includes two important fields:

• "New Patient Forms": This shows the date the patient last completed these forms in Flex.
• "Health History Update": This shows the date the patient last completed an update form in Flex. 

These dates update automatically each time a patient completes a related form in Flex.

If you need to update a date manually, you have two options:

1. Select the date picker and choose ‘Clear’ or ‘Today’. 

   

   

2. Or click inside the date field to delete or replace the date.

Want to know how to set up forms & automation? Check out these resources:

➡️Using the Flex Form Builder

➡️Using the Self Check-In Kiosk

➡️How to Add Forms to Automated Appointment Messages

You are all set!

If you found this information helpful, please like and/or comment below!

If you have questions, please contact Flex Support.

Thank you!