Module 4 - Forms Library

Description

Learn how to create, import, modify, and manage forms, chart note templates, and consent documents. This Module covers documentation workflows and best practices for compliance.

Key Topics

• Forms library overview
• Importing and modifying forms
• Creating chart note templates
• Consent document management
• Sending and managing forms
• Chart note types and settings
• Signatures and compliance

Please note: The outlines below are intended to supplement the linked videos and are not standalone documentation.

4D EMR Onboarding 4.0 - Forms Introduction (02:34)

Forms Introduction

Overview

The Forms Library is where you can manage, import, and create the forms your practice uses inside of 4D.

It also allows customization so certain information can automatically import into the patient account, and it makes it easy to send forms to patients for at‑home review.

Throughout this module, you’ll learn how to use the Forms Editor to fit your practice needs, along with several additional features available in the Forms Library.

Before diving into the details, here’s a quick overview of how the Forms Library works.

Accessing the Forms Library

Navigate to:
Practice → Charting → Forms Library

The Forms Library opens as a blank page and functions similarly to Microsoft Word or Google Docs.

If you need to start from scratch, you can simply begin typing to create a new form.

Using the File Menu

Under the File section, you can:

• Open forms
• Save forms
• Print forms
• Preview the form you’re creating

You’ll also find a Community section with premade templates that may fit your practice needs.

If you are an ASPS member and own or purchase ASPS consents, they can be made available for transfer into 4D.

Library Manager (Your Filing Cabinet)

When you select Open, the Library Manager appears.

Think of this as your digital filing cabinet:

• The green headers represent your main folders
• This is where your forms are stored
• It is essential to save each form in the correct folder

If forms are saved in the wrong place, they will not be accessible when you need them—especially in TEPE or during new‑patient intake.

4D also includes several system‑created folders.

We’ll cover how these folders are used in later sections, but saving forms in the correct location ensures they can be accessed quickly when needed.

Formatting Tools

The Forms Library includes several tabs that mirror common word‑processing tools:

Home

• Change fonts
• Adjust paragraphs
• Apply formatting
• Similar to Word or Google Docs

Insert

• Insert 4D‑specific functionality into your forms
• Add dynamic fields and other system‑driven elements

Page Layout

• Adjust margins
• Modify layout settings
• Similar to Word or Google Docs

View

• Change how you view the form while editing

Best Practices for Form Creation

When importing or creating forms:

• Keep margins consistent across all forms
• Maintain a uniform layout and flow
• Aim for a consistent patient experience

You will also use the Forms Library to create chart note templates, which we will cover later in the module.

Using Forms in Patient Accounts

After modifying your forms and chart note templates, you can generate them inside a patient account.

4D will automatically pull in patient information where applicable.

4D EMR Onboarding 4.1 - Importing Forms (01:43)

Importing Forms 

Overview

Many practices already have forms saved on their computers from previous software systems.

If your forms are saved in .doc, .docx, or .rtf format, you can import them into the Forms Library and make edits as needed.

Keep in mind that while the Forms Editor functions similarly to Word or Google Docs, it does not support every advanced feature those programs offer.

Forms containing complex formatting may not import perfectly and may require adjustments.

Accessing the Forms Library

Navigate to:
Practice → Charting → Forms Library

To import forms you’ve already created, follow the steps below.

Step 1 — Open the Library Manager

• Select the Open folder icon
• Ensure you are in the correct file heading before importing
  • Example: If importing a consent form, select the Consent heading

Saving forms in the wrong folder will make them difficult to access later.

Step 2 — Upload Your Form

To the right of the green heading section, select the Upload icon.

A new window will appear:

1. Locate the file you want to upload
2. Select Open
3. The form will upload and become available to view and edit in your Forms Library

Select the form and choose Open to begin editing.

Step 3 — Review Formatting

After uploading, open the form to verify that the formatting imported correctly.

If your original form included advanced formatting, tables, or special elements, you may need to simplify or modify it before importing to ensure it displays properly in 4D.

Important Notes About Headers and Footers

If your form includes headers or footers:

• Patients will NOT see them when completing forms through the portal
• Headers and footers will appear only when the form is printed or emailed

Plan your layout accordingly.

Repeat as Needed

Continue importing forms until all required documents are added to the system.

4D EMR Onboarding 4.2 - Modifying Forms (03:46)

Modifying Forms 

Overview

In previous sections, you learned how the Forms Library works and how to import existing forms.
Now we’ll take an imported form and modify it using 4D‑specific fields and tools.

Navigate to:
Practice → Charting → Forms Library

Then select the Open folder and choose the form you want to modify.

Using the Insert Menu

Near the top of the Forms Editor, select Insert.
This menu contains all the tools you can use to customize your form.

You are not required to use every option, so choose only what fits your practice needs.

Tables

To create a table:

• Select the Table icon
• Choose the number of rows and columns

Tables are commonly used for:

• Chart notes
• Patient questions paired with fill‑in fields

When patients receive the form, they will see the question on the left and a Click to write answer field on the right.

Images

To add photos or images:

• Select Inline Picture
• Locate and upload the image

Use the Format button to adjust image positioning.

Hyperlinks

Use Hyperlink to insert a clickable web link.
Patients can select the link and be taken directly to the website.

Fill‑In Fields

Fill‑in fields allow the practice to enter variable information when generating the form and useful for details that change from patient to patient.

To create one:

1. Select the Fill In icon
2. Give the field a title (e.g., Surgery Date)
3. Choose the field type:
   • Free text
   • Date picker
   • Time picker

Example:
Choosing Date Picker will prompt you to select a date when generating the form, and it will automatically populate.

Merge Fields

Merge Fields are one of the most powerful tools in the Forms Editor.

When selected, they automatically pull information from the patient account into the form.

Patient Fields

These fields populate patient or office information such as:

• Patient name
• Date of birth
• Contact information
• Medical history details

Medical merge fields pull information from:

• The patient’s Health Information Form
• The Clinical section of the patient tab

Example:
If a patient has allergies listed, the Allergy List merge field will automatically populate when the form is generated.

The same applies to all other merge fields.

Checkboxes

Checkboxes function as expected and can be added anywhere on the form to support your workflow.

Signature and Initial Fields

Signature fields are essential for forms requiring patient acknowledgment.

Initials

• Adds an Initials box
• Patient clicks the box and enters their initials

Signature

• Adds a Signature box
• Automatically prints the patient’s name and the date signed beneath the signature
• Patient selects Click for Signature to sign electronically

Optional Initials and Signatures

These function the same way but are not required.
They are ideal for forms like social media consents where patients may choose not to authorize certain items.

4D EMR Onboarding 4.3 -  Community and ASPS Forms Libraries (02:42)

Community and ASPS Forms 

Overview

While you can import your own forms into 4D, you can also take advantage of the 4D Community Library to access templates donated by other practices.
If you are an ASPS member, you may also access ASPS consent forms for an additional fee.
Speak with your project manager for pricing and activation if you qualify.

Accessing the Community Library

Navigate to:
Practice → Charting → Forms Library

You will begin on the Forms Editor.

At the top of the page, you’ll see the 4D Community section.

• Select Open (the icon with three people)
• A Forms Library Manager window will appear

This is not your database’s Forms Library.
It is the Community Library, where other practices have donated forms for others to review or adapt.

Important Notes

• The Community Library contains many forms, but not every form needed for every practice
• Your results may vary depending on your specialty and workflow

Previewing and Using Community Forms

Example:
Open the file labeled SOAP Note in the Charting section.

A SOAP Note template will appear with merge fields already built in.

You may:

• Modify the form
• Add additional merge fields
• Insert other features using the Insert menu

Once the form fits your practice needs:

• Select Save As
• Save the template into your own database
• Ensure you save it in the correct folder so it is accessible when needed

Accessing ASPS Consent Forms

If your practice has purchased access to ASPS consents:

• An ASPS Consents button will appear in your database
• Selecting it opens a folder containing all ASPS consent forms
• Forms are organized by region of the body

Inside each region folder, you will see two versions:

• Original ASPS Consent
  • A direct copy of the ASPS form
  • No 4D functionality added
•  4D Version of the ASPS Consent
  • Same content as the original
    • Enhanced with 4D features:
    • Initial fields
    • Checkboxes
    • Merge fields
    • Signature fields
  • Ready to use without any additional modification

Saving ASPS Consents to Your Database

To save an ASPS consent:

1. Open the consent form
2. Select Save As
3. Choose the correct folder in your Forms Library

Recommended Folder Structure

• Consent heading
• Treatment folder

Saving consents here allows you to quickly access them in TEPE and add them to a patient’s account on the fly.

Repeat this process for all ASPS consents your practice uses.

4D EMR Onboarding 4.4 - Sending Forms (02:18)

Sending Forms 

Overview

Once you’ve imported and modified your forms, they are ready for use in your practice.
This section covers how to generate, send, and manage forms for patients—both remotely and in‑office.

Generating Forms for a Patient

Navigate to:
Patients → Open the Patient Account

Then:

1. Select Forms and Scans near the top of the page
2. Select Generate Forms

This opens your Forms Library, where all consents and other forms are stored.

Selecting and Sending Forms

• Choose the forms you want to send
• Select Send All

If any form contains Fill‑In Fields, you must complete those fields before sending.

Sending Options

You can send forms to the patient via:

• Print
• Fax
• Email

You may also fax forms or information to:

• A primary care provider
• A pharmacy
• A lab center

If the form includes a signature field, you can also send it to TEPE (Total Electronic Patient Entry).

Sending to TEPE allows the patient to complete the form electronically on their:

• Phone
• Tablet
• Computer

This is the primary workflow for sending forms to patients remotely.

Using TEPE for In‑Office Form Completion

If the patient is in the office and wants to complete forms before leaving, use the tablet TEPE workflow.

This is most commonly done on an iPad, but can also be done on a computer.

Steps

1. Open a browser and navigate to tepe.4d-emr.com
2. Log in using your 4D username and password
3. Select the provider
4. Pull up the patient’s account
5. Verify their information and select Next

A list of forms the patient needs to complete will appear.

If your consent forms were saved in the Treatment or Other folders in the Forms Library, they will be accessible here.

• Select the Treatment box
• Choose the consents needed
• Add them to the patient’s account
• Select Go

You may now hand the device to the patient so they can complete the forms in the office.

4D EMR Onboarding 4.5 - Creating Forms Demo  (07:12)

Creating Forms Demo 

Overview

In this demo, we’ll walk through creating a simple Return to Work form directly inside the Forms Library.

This real‑time example shows how to build a form from scratch using merge fields, fill‑in fields, and basic formatting tools.

Navigate to:
Practice → Charting → Forms Library

You’ll begin with a blank page since we are not importing a template for this example.

Starting the Form

We’ll begin in the Insert section to add merge fields and build the structure of the form.

Add Patient and Provider Information

Use Patient Fields and Provider Fields to automatically populate:

• Date the form is generated
• Provider first and last name
• Office address (street, city, state, ZIP)
• Office phone number

When the form is generated later, all of this information will auto‑fill based on your database settings.

Creating the Body of the Form

Start with a simple greeting such as “To whom it may concern,”.

Then insert:

• Patient First Name
• Patient Last Name

This ensures the form is personalized for each patient.

Adding Variable Information

Not every patient returns to work on the same date or with the same restrictions.
This is where Fill‑In Fields and Merge Fields become powerful.

Return‑to‑Work Date

• Insert a Fill‑In Field
• Title it Return to Work Date
• Choose Date Picker so you can select a date from a calendar when generating the form

Gender or Pronoun‑Based Language

If the patient has designated sex at birth or pronoun preferences, merge fields will automatically populate the correct wording.

Use the Patient Pronoun/Gender merge field to ensure the form reads correctly.

Work Restrictions

Insert another merge field or text field for:

• Work Restrictions (or None)
• Leave it as a free‑text box so you can type custom restrictions as needed

Signature Section

If the form requires a signature:

• You may add a signature image or stamp
• Or leave space for a handwritten signature after printing

Legal requirements vary by state, so confirm what is acceptable for your practice.

Add provider information again at the bottom:

• Provider first name
• Provider last name
• Degree (if applicable)

Saving the Form

Select Save As to store the form in the correct folder.

This is not a chart note or a consent, so save it under:

• Correspondence → Patient

Name the form Return to Work Form and save.

Verify that all merge fields appear with gray boxes, indicating they will auto‑populate correctly.

Testing the Form

Always test your new form with a test patient.

• Navigate to Patients
• Open a recent patient
• Go to Forms and Scans → Generate Forms
• Open Correspondence → Patient
• Select your Return to Work Form
• Choose Send

Complete any fill‑in fields, such as:

• Return‑to‑work date
• Work restrictions

You can then:

• Print
• Fax
• Email

Since this form has no signature fields, it cannot be sent to the patient portal.

Reviewing the Generated Form

Select Edit to preview the final version.

You should see:

• Today’s date
• Provider name, address, and phone
• Patient name
• Selected return‑to‑work date
• Work restrictions
• Provider credentials

You may add a handwritten or stamped signature before printing if needed.

4D EMR Onboarding 4.6 Chart Note Template Demo (08:22)

Chart Note Template Demo