Multiple users and multiple patients, need help with tracking patients.

  • GeneralEdu
    Asked on June 16, 2021 at 12:29 PM

    What would be the best setup for the following. I have 4 employees who will see different patients and sometimes the same patients. How can I organize bringing up a previously filled out form on a patient so all the previous info does not have to be filled out again? Will other users be able to bring up these previously filled out forms, add new information and resubmit them? I'll have a few hundred patients and curious how i would search for someone.

  • jonathan
    Replied on June 16, 2021 at 8:31 PM

    Hi,

    I believe you can do all these using the Form Tables.

    User guide : How to Share Your JotForm Tables and Collaborate

    If for the new submissions, then just use the form (front-end) to send new submissions to the tables(back-end). The team/employees can collaborate again in the back-end and work on the patient's data.

    Please let us know if you need further assistance.


  • GeneralEdu
    Replied on June 17, 2021 at 4:50 AM

    This is great. Also, once I go back into a patient's form and update it with new information next week and resubmit it again will it produce a second copy of the submission? This way i can go back and review all of the different changes that were made to a patients file. Thanks

  • Yau_C
    Replied on June 17, 2021 at 10:11 AM

    ... update it with new information and resubmit it again will it produce a second copy of the submission? 

    If you want to update the entry, you do not need to resubmit the form if you are collaborating on Jotform table.

    You can edit the submission data right from your Jotform table:

    1623939047 60cb57e7a459e  Screenshot 10

  • GeneralEdu
    Replied on June 17, 2021 at 12:22 PM

    Sorry, I will be resubmitting new information on the patient multiple times so i do want to show the different copies (New Submissions). So after my first submission would I then go back to edit so i don't have to duplicate most of the information again and submit it again? Would this new submission show in the Tables view or somewhere else? Thanks

  • Sonnyfer JotForm Support
    Replied on June 17, 2021 at 8:12 PM

    Hi there - When you edit a submission, it won't generate a new record and will be shown on the same table and same row.

    You may check out the following guide for you to filter submissions next time you need to edit them: How-to-use-different-filters-to-easily-manage-your-data-in-jotform-tables

    Let us know if you need further assistance.

  • GeneralEdu
    Replied on June 18, 2021 at 8:34 AM

    Ok, that makes sense. So if I see the same patient a few days later i would have to submit a new form. I'm trying to find the easiest way to keep previous patient information and only make a few changes to the form. I'm looking at  https://www.jotform.com/help/351-how-to-automatically-pass-form-data-to-another-form to help me at the moment. I just thought there may be a easier way to organize the patients and pull their info from their last submitted form. Any ideas?

  • Anthony_Evans
    Replied on June 18, 2021 at 11:22 AM

    Howdy GeneralEdu,

    If there are specific sections of your form that will be updated often, you can consider creating extra fields to place in your form. That way when it's time to update the information, you can simply fill in the next open space on the form. This will have the benefit of keeping all of your records on the same row/submission. One widget that is really handy for this is the Configurable List widget, which will let you dynamically add another input row to a question without knowing how many total fields you will need.

    I would also like to caution against duplicating submissions. Currently, with the free Starter tier, you can accept 100 submissions per month. Duplicating your submission will count against your submission limit. Additionally, multiple records with mostly the same information may get hard to organize.

    Please let us know if there's anything else we can help you with!

  • GeneralEdu
    Replied on June 20, 2021 at 8:13 AM

    I plan on upgrading to the HIPPA version so i can submit more submissions. Also,

    How can i get the original PDF (the pdf i uploaded) to appear in the e-mail notification once i submit the form?
    I also want to have the pdf automatically sent and saved to dropped box as a copy. I need to have time date stamps went submissions are sent and if changes are made.
    Thanks again
  • Ahmed_S
    Replied on June 20, 2021 at 2:47 PM

    Greetings,

    You are free to have several submission/entries for the same patient as this will enable you to track the historical records for patients, you can use the filter options available in Form Table as my colleague Sonnyfer mentioned in his reply so you can only list all the records related to a certain patient, but I strongly recommend using Configurable List widget as my colleague Anthony_Evans suggested in the previous reply. this way you will have a single entry for the patient with all his/her data including a field of the Configurable List widget which can have an endless list /sub-entries that will have the data that needs to be tracked historically and can be submitted with each visit or update for this patient.

    Regarding HIPAA upgrade, you may need to check the suitable plan that is applicable for HIPAA upgrade in our planes list here

    How to Upgrade to HIPAA Compliance?

    I have moved your other 2 questions to new threads since these questions are separate issues.

    How can i get the original PDF (the pdf i uploaded) to appear in the e-mail notification once i submit the form?

    Please find my reply to this question in this link: https://www.jotform.com/answers/3171493

    I also want to have the pdf automatically sent and saved to dropped box as a copy. I need to have time date stamps went submissions are sent and if changes are made.

    You may find my reply here: https://www.jotform.com/answers/3171480

    Please let us know if you need further assistance, we are happy to help.