/features/digital-forms

Digital Forms v1.0

Digital Forms & E‑Signatures (CORE)

Hero summary

Replace paper, PDFs, and portal links with secure digital forms — capturing consent early, protecting clinicians, and setting clear expectations before treatment begins.

Primoro’s Digital Forms allow practices to issue, collect, and manage forms and e‑signatures as part of one connected workflow — before, during, or after appointments.

Signed forms are securely stored, easy for patients to view and read directly within the platform and mobile app (without needing to download or open separate files), and can be downloaded or securely shared as PDFs where authorised — without chasing, scanning, or last‑minute paperwork.

CTAs

→ Request a Demo

→ Explore Primoro CORE

What it does

Digital Forms provide a governed, structured way to manage all patient documentation digitally.

The module enables practices to:

• Issue medical history, consent, and administrative forms digitally
• Capture legally valid e‑signatures where required
• Validate responses before treatment begins
• Make signed forms clearly visible, downloadable, and referenceable in the patient app
• Allow authorised staff and patients to download or securely share signed forms as PDFs
• Automatically track form expiry (e.g. medical history) and re‑issue when required
• Notify patients via push notification to complete updates ahead of their next appointment
• Manage forms in bulk and issue them to defined patient segments for audits or surveys
• Support carers completing forms on behalf of dependants
• Link forms directly to appointments and workflows
• Maintain full audit trails for compliance and governance

Forms are completed once, stored securely, and available whenever they need to be referenced — by patients or staff.

Why it matters

• Fewer appointment delays from missing or incomplete forms
• Less reception workload chasing paperwork
• Safer clinical preparation with validated, legible data
• Clear consent records that protect clinicians before treatment begins
• Managed patient expectations through documented understanding and agreement
• Ongoing compliance through automatic re‑capture of expired medical history and consent
• Scalable compliance and insight through bulk form requests and segmentation
• Full accountability, with signed forms visible, downloadable, and shareable where authorised
• Consistency across sites for group operators

Digital Forms remove one of the most common operational and clinical risks: delivering treatment without properly documented consent.

Because forms and e‑signatures are easy for patients (and carers) to complete in advance — and remain visible and referenceable afterwards — practices can ensure:

• consent is captured before treatment starts, with a secure in‑appointment fallback if required
• expectations, risks, and policies are clearly acknowledged
• practitioners are protected by time‑stamped, auditable records
• patients can always review, download, or share what they have signed when needed

No last‑minute paperwork.

No assumptions.

No exposure.

Consent becomes part of the workflow — not a scramble.

Core capabilities

Structured digital forms (not PDFs)

Forms are built as structured data rather than static documents, enabling validation, reuse, automation, and insight — not just storage.

Templates, custom builder & rapid setup

Digital Forms comes with a library of ready‑to‑use templates for common use cases such as medical history, consent, and administrative forms — allowing practices to get live quickly.

From there, teams can:

• customise and extend existing templates
• upload and convert existing paper or PDF forms
• build bespoke forms from scratch using the visual template builder

All forms automatically inherit your practice’s brand — including colours, fonts, and styling — ensuring a consistent, professional patient experience.

No redesign work.

No copying between systems.

No compromise on branding.

E‑signatures with ongoing visibility and access

Digital signatures can be captured for consent forms, treatment approvals, and confirmations.

Each signed form includes:

• timestamp
• identity context
• associated appointment or workflow

Signed documents remain:

• easy for patients to view, download, and share as PDFs in their app (where authorised)
• easy for staff to reference, download, or provide securely when required

Pre‑treatment validation

Forms can be required and validated before appointments proceed.

Incomplete, outdated, or inconsistent submissions are flagged automatically — protecting appointments before patients arrive.

Expiring forms & proactive re‑capture

Forms such as medical history can be configured to expire based on time or clinical policy.

When updates are required:

• patients are automatically notified via the Primoro app
• push notifications prompt completion ahead of the next appointment
• incomplete updates are flagged before treatment begins

Compliance happens automatically, in advance, and in context.

Bulk forms & patient segmentation

Digital Forms can be managed and issued in bulk.

Forms can be sent to defined patient segments, such as:

• patients with specific treatment histories
• patients seen within a defined timeframe
• families or carers
• patients requiring updated medical information
• participants in surveys or service reviews

Bulk actions are governed, auditable, and tied to each patient record — without spreadsheets or manual chasing.

AI‑supported quality & preparation

Primoro AI Assistant supports Digital Forms by:

• highlighting missing or inconsistent information
• surfacing risk indicators for review
• guiding next actions within workflows

AI supports preparation and consistency — it does not replace clinical judgement.

When AI Guardian is enabled (add‑on):

• Primoro can suggest the most relevant forms for a specific appointment context
• Suggestions are surfaced directly in the workflow, reducing clicking and scrolling
• Staff remain in control of what is applied, and all actions are auditable

Governance & control (in context)

Digital Forms operate within Primoro’s governed platform:

• role‑based access to forms and responses
• authorisation‑based download and sharing of signed PDFs
• no shared logins or forwarded documents
• full audit trails for submission, signing, downloads, and updates
• defined data‑retention policies
• controlled data deletion where appropriate
• immediate access removal on staff role change or exit

Expiry rules, notifications, downloads, and shares are fully auditable — showing when patients were notified, when forms were completed, accessed, downloaded, or shared, and which version was valid at the time of treatment.

Documentation is handled with the same discipline as clinical records — while remaining transparent and accessible to patients.

How it fits within Primoro

Digital Forms integrate seamlessly with:

• Appointment Manager — pre‑visit protection and eligibility
• Family Profiles — carer‑completed documentation
• Aftercare — condition‑specific follow‑ups
• Communication Hub — delivery and reminders
• Primoro AI Assistant — insight and preparation

Forms become part of the workflow — not an attachment to manage.

At a glance

Digital Forms — FAQ

Are Digital Forms included in CORE?

Yes. Digital Forms are included in Primoro CORE and designed for everyday operational use.

Does this help protect clinicians?

Yes. Consent is captured before treatment begins, with signed, time‑stamped records that are auditable, downloadable, and referenceable.

Can patients see, download, or share what they’ve signed?

Yes. Signed forms are visible in the patient app and can be downloaded or securely shared as PDFs by patients or staff where authorised.

What happens if a medical history or consent expires?

Forms can be configured to expire based on time or policy. Patients are automatically notified via push notification to complete updates ahead of their next appointment.

Can forms be sent in bulk or used for surveys?

Yes. Forms can be issued in bulk to defined patient segments for compliance updates, audits, reviews, or surveys — with full tracking and auditability.

Can the system suggest which forms apply to an appointment?

Yes — when AI Guardian is enabled. Primoro can surface recommended forms for the appointment context while keeping staff in control.

Final CTA

Make consent predictable — visible, auditable, and built in.

→ Request a Demo

→ Explore Primoro CORE

Embedded Tables

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