Sending, Filing, & Signing Forms

Ready to provide paperless forms to your patients?

The Forms page lets you assign forms to patients, see which forms they've completed and which ones they still need to work on, and sign forms that require a provider's signature. The Forms page is organized into three tabs - Pending Forms, In Office Patients, and Outstanding Tasks - and you can learn more by clicking the links below.

Overview of Sending, Filing, & Signing Forms

Parts of the Forms Page in Leap

To get to the Forms page, click Forms from the left navigation panel.

Pending Forms Tab

The Pending Forms tab displays by default when you click Forms from the left navigation panel.

	Search Bar
Use this bar to search for assigned forms in the Pending Forms tab by patient name.
	Request Forms Button
Clicking this button opens a window for you to find a patient with a future appointment and send them forms by email, text, or both.
	3-Dot Icon ⋮
This icon lets you take action related to a patient's forms: Add form/package Resend requested form - Resend forms that a patient still hasn't completed. Change appointment - You can attach the forms to a different future appointment.
	Assigned Forms
Clicking the down arrow at the end of the row expands this section to show details about the form(s) assigned to a patient. If your form included the Upload File question and the patient uploaded a file, you'll be able to to see a preview of the file and click on it to to view the full image in a new Leap tab. You'll also see a 3-dot icon next to each form. What you see in its menu (what you're able to do with the form) depends on the status of the form.

The Pending Forms tab is where you can send forms to patients before their appointment. It lists all the patients that have been sent forms for a future appointment, regardless of whether the forms were requested by someone in your office or sent automatically by Leap.

Tip

To assign forms to patients on the day of their appointment, send them from the In Office Patients tab instead.

Where forms go once a patient completes them depends on whether you've enabled Automatic Filing for Pending Forms:

By default: All forms stay in the Pending Forms tab until midnight the night before a patient's appointment date. At midnight, forms that need a provider signature move to the In Office Patients tab and all others file automatically into Eaglesoft for you.
If you've enabled Automatic Filing: forms that don't need a provider signature file into Eaglesoft as soon as a patient completes them. Forms that require a provider signature move to the In Office Patients tab at midnight the night before a patient's appointment.

In both cases, incomplete forms move to the In Office Patients tab too, so you can resend them to patients when they arrive.

Note

What if a patient reschedules or cancels their appointment? If a patient reschedules (regardless of whether or not automatic filing is set), their forms will attach to their new appointment date and stay in the Pending Forms tab. If a patient appointment is broken, cancelled, or deleted and the patient doesn't have a future appointment, Leap auto-files any completed forms to Eaglesoft, including forms that require a patient signature, so you have them for your records.

In Office Patients Tab

To get to the In Office Patients tab, click Forms > In Office Patients tab.

	Add Patient Button
Clicking this button opens a window to select a patient that's not on today's schedule and assign forms to them. You can choose for patients to complete their forms on an in-office device (like a tablet) or send them the forms directly via text or email.
	Office To Do
This identifies any tasks you need to complete for a patient's forms. You may need to complete one of the following tasks for the form to be filed into Dentrix: Provider Signature Required Refile to EaglesoftRequired
	3-Dot Icon ⋮
This icon lets you take the following actions: Assign incomplete forms to a device - Shows when a patient has forms that haven't been completed. Add a form/package - opens a window to select a patient and assign forms to them. You can choose for patients to complete their forms on an in-office device (like a tablet) or send them the forms directly via text or email. Check out - Checks the patient out and sends any unfiled forms to the Outstanding Tasks tab
	Assigned Forms
Clicking the down arrow at the end of the row expands this section to show details about the form(s) assigned to a patient. You'll see a 3-dot icon ⋮ next to each form assigned to the patient. What you see in its menu depends on the status of the form and what you may need to do with it (like Delete, Download, or File to Eaglesoft). This icon disappears once a form starts auto-filing to Eaglesoft.

The In Office Patients tab includes a list of all patients that have an appointment scheduled for the day as well as any patients who've had a form assigned to them using the Add Patient button on this page. Here, you can:

View which forms a patient has completed.
Sign forms that need a provider signature before they can auto-file.
Resend forms a patient didn't complete so they can fill them out in office.
Send forms to walk-in patients that aren't on the schedule.

Once you check a patient out in Eaglesoft (or you check them out manually) they'll move to the Outstanding Tasks tab. (And if you forget to check anybody out, Leap automatically moves them over for you at midnight. We've got you!) Any forms that still need a provider signature will automatically move to the Outstanding Tasks Tab and any forms a patient didn't complete are automatically deleted for your convenience.

Note

What if a patient reschedules or cancels their appointment? If they reschedule, Leap saves their progress, their forms attach to their new appointment date, and will reappear with them in the In Office tab when they come in for their future appointment. If the patient cancels day-of and doesn't have a future appointment scheduled, Leap auto-files any completed forms to Eaglesoft, including forms that require a patient signature, so you have them for your records.

Tip

When you or a member of your team make changes, Leap automatically updates the page. No need to refresh!

Outstanding Tasks Tab

To get to the Outstanding Tasks tab, click Forms > Outstanding Tasks.

	Tasks Filter
Narrow down the list of forms based on which task needs to be performed: Signature Required, Unassigned, or Refile Required.
	Provider Filter
Narrow down the list of tasks based on the provider the task is assigned to.
	Form Column
Shows the outstanding task that needs to be completed for the form to be finished and filed to Eaglesoft. Provider Signature Required - This form needs a provider's signature before it can be filed into Eaglesoft. Unassigned - The form isn't currently assigned to a provider. You can click the 3-dot icon ⋮ to assign it to a provider if they need to add their signature. Refile Required - Because of an error, this form wasn't filed automatically and needs to be filed manually into Eaglesoft. Assigning forms to providers makes it easier for each provider to use the Provider Filter and see exactly what they need to sign.
	3-Dot Icon ⋮
Opens a menu so you can take action with the form. What you see in the menu depends on the status of the form (what outstanding task needs to be performed), so you may see: Refile to Eaglesoft Sign Reassign Go to patient profile Download Delete

The Outstanding Tasks tab shows a list of forms that require attention from your team including forms that need a provider signature and forms that need to be filed manually because they weren't able to file into Eaglesoft automatically.

Forms stay in this tab until their outstanding tasks have been completed (like signing the form or refiling it to Eaglesoft) OR until someone on your team manually deletes the form from this tab.

Note

This tab lists each form separately, so you may see the same patient's name multiple times if they have more than one form that needs your attention.

Some Things You Should Know About Sending, Filing, & Signing Forms

Unless they require a provider signature, forms file automatically at midnight before the patient's appointment date. Or you can set Automatic Filing to get those forms filed as patients complete them.
If a patient reschedules their appointment, any forms still in Leap attach to the new date and wait there until the patient comes in next. For broken, cancelled, or deleted appointments, forms attach to the next scheduled appointment on the books and if there isn't one, Leap files all forms to Eaglesoft so you have them for your records.
When a provider signs a form, Leap keeps this date as the recorded date the provider signed. You can't go back and change the provider signature date.
When a patient indicates they have a medical condition, medication, or allergy that isn't listed on your form (i.e. they listed it as an "Other"), this doesn't add the item to their list of Medical Conditions, Medications, or Allergies in Eaglesoft. We recommend always reviewing each patient's form and manually adding these additional items to their lists of Medical Conditions, Medications, and Allergies in Eaglesoft.
For added security and to prevent viruses: When a patient uploads an image file to a form like a driver's license or insurance card, Leap:
- checks to see if the file is an image (JPG, PNG, GIF, TIFF, PDF, or DOCX).
- validates the file to make sure it isn't an executable file masquerading as an image.
Leap will automatically reject any executable files or files without a .JPG, .PNG, .GIF, .TIFF, .PDF, or .DOCX extension. For additional security, we also recommend keeping your antivirus definitions up to date and making sure Eaglesoft's folders are included in your antivirus' real-time scan policy. Your practice's IT professional can help you with this.

Best Practice for Sending, Filing, & Signing Forms

If a patient reschedules, we always recommend moving the appointment instead of cancelling and creating a new one. This keeps forms attached to the appointment so they're filed at the right time with the correct appointment date attached.

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