Keywords: MyTooth, forms, packets, form builder, health history, patient demographics, auto-sync, Cloud 9, new patient forms trigger, QR code, form assignment
Summary
This article covers the Forms module in MyTooth, which allows your practice to create, organize, and distribute digital patient forms. It walks through building and assigning forms via URL or QR code, organizing forms into packets, setting up automated new patient form triggers, and how the two Cloud 9 auto-sync form types work.
Creating and Managing Forms
Navigate to: Forms > Forms
From the Forms list you can create and manage individual patient-facing forms using the Smart Form Creation Interface. In the Forms tab there is a list with each named form. There is a link that you can click or share for where the form exists. There are also three small icons just to the right of the form link.
a) The first is to access the QR code with a QR icon that the patient can scan and fill out during their appointment.
b) The second button is two squares and will copy the form link so you can send it to a patient, place it on your website, or share in another manner.
c) The third button is a person icon, and if you click it it will allow you to assign the form directly to a patient. To do this, first you will search for the patient. You can search by: Patient Name, Email, Phone, or Patient ID. Once you have located the patient, choose the button next to their name. Then, on the bottom right you can either assign it to them and show the QR code for them to scan, or assign it to them by texting to the phone number or sending to the email that is on file.
Important: Patients must be in an active status to have forms assigned to them. If they are in retention or an inactive status, they will not appear in the search. They would need to be assigned an active status in Cloud 9, and then MyTooth be re-synced to be able to assign forms.
**Note: They must have the phone SMS and an email on file to assign it to them directly. Screenshot of what that screen looks like below.
For more information on the Form Submission URL and the Patient Experience: CLICK HERE.
Beyond the line item where the form URL lives, the name of the form, and the three icons we also have the following columns: Whether the form is public (yes/no), Form status, (active/inactive/draft), Form Scope, (organization/location) Form Type, (Health History/Insurance/Other/Patient Demographic), Last Modified Date, and Last Modified By.
To the very right of the line item for the form, there are three dots. If you click the three dots you can perform one of the following actions:
- Preview: Preview what the form will look like for patients.
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Edit: Edit the form in the form builder or edit the form columns, status, is public etc.
Please note, a form must be made public to have a unique shareable QR code or link. - Duplicate: Duplicate the form. Clicking this will take you to the form builder with the same components and basic information about the form. It will say 'Duplicate of: Form Name.' You can make any edits needed to the form in the form builder or the properties of the form and then click 'Duplicate Form' in the upper right hand corner to save it.
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Copy Form: If you have a form saved to location A and want it added to location B, you can click 'Copy Form' and pick a location to copy it to.
Note: This does not apply to organization wide forms. - Download PDF: This will download a PDF of the form.
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Assign to Patient: This will bring up the same screen from the person icon earlier and allow you to assign the form to a patient and show the QR code or send it via SMS or email.
Note: You can only assign a packet or form to a patient who is in the current location being viewed in MyTooth. If you are logged into Long Beach and try to pull up a patient who is assigned to San Diego to assign a form or packet, it will not find the patient. You must instead go to the upper right and change the location to San Diego, and then look for the patient. If a patient cannot be found, check their location in Cloud 9.
Additionally, patients must be in an active status to assign forms. If a patient is not in an active status, forms cannot be assigned. - Delete: This will allow you to delete a form. A dialogue box comes up that says 'Are you sure you want to delete Form Name form? This action cannot be done. You must click the red delete button to delete it.
TIP: QR codes are ideal for in-office form completion. SMS or email links work best for pre-visit intake sent ahead of an appointment.
Creating a New Form
The upper right corner of the Forms tab has a blue '+ New Form' button you can click to start building a new form.
Step 1. From here, there are two options: Build (Create a new form using one of our Templates) and Import (Beta, Import and create a new form from a PDF file.) Most of the time you will pick Build to create a new form.
Step 2. Give the form a name and choose its scope: organization-wide or a specific location.
Step 3. Choose Form Type, Form Status, and toggle it Public if the form should be Public.
Step 4. In the builder canvas:
- Drag field components from the left panel (text, date, signature, radio, checkbox, select, file upload, etc.) onto the form.
- Click any field to set its label, key, validation rules, and whether it's required.
- Use Preview to see what the patient will see.
Tip: Save as Draft while you're working on it, then switch to Active when it's ready to send.
Once complete, you may bundle it into a Packet with other forms (Forms > Packets tab) if you are building packets.
Step 5. Test it by assigning it to a test patient and walking through the magic link.
For a more in depth view of MyTooth Form Creation, CLICK HERE.
Cloud 9 Form Types and Auto-Sync
When a new organization is onboarded onto MyTooth with Cloud 9, two special form types are automatically created:
- C9 Medical History: A pre-built health history form that captures patient allergies, medical conditions, vitals, medications, and prescriptions. When a patient submits this form, their health history is automatically updated on the Cloud 9 side based on the data provided.
- Patient Demographic Form: Collects patient demographic and contact information. Name, date of birth, address, phone, email, etc. flow back into the patient's demographic fields in Cloud 9.
Unlike regular forms, these two form types directly update records in Cloud 9 upon submission—no manual intervention is needed. You can view the synced data in the Activity > Medical History tab.
**Please Note: The other form types: Insurance and Other, do get transferred to Cloud 9 Software, but as a PDF in the patient's Document Cabinet.
Packets
Navigate to: Forms > Packets
Packets allow you to combine multiple related forms into a single shareable set. This is useful for new patient intake, where you might want to send a consent form, a HIPAA form, and a health history form together as one packet. From the Packets screen you can:
- Group multiple existing forms into a new or existing packet.
- Share the packet via its own unique public URL or QR code.
- Edit or delete packets as your workflows change.
- Assign packets to patients via QR code, SMS, or email, just like individual forms.
IMPORTANT: Patients must complete all forms within a packet for it to be marked as completed. A packet will not show a Completed status until every form inside it has been submitted.
The Packets tab is very similar to the Forms tab. It shows the link to the packet, and the three icons to copy or share the packet URL. It also shows the number for forms in the packet, Scope, (Organization/location), Status, (active/draft/inactive), and Last Modified, (date and time.)
To the far right, we have the same three dots that have a set of actions you can perform to the selected Packet. Those are:
- Edit: Brings up the 'Edit Packet' dialogue box we will review further below.
- Duplicate: Duplicates the Packet so you can make edits to it.
- Download PDF: Downloads a PDF of the forms in the packet.
- Assign to Patient: Brings up the search where you can assign the packet to a patient directly by SMS/email, or by showing the QR Code.
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Delete: Allows you to Delete the packet. It will cause a dialogue box to appear that says, 'Are you sure you want to delete Packet Name? This action cannot be undone.' You must click the red 'Delete Packet' to finish the deletion.
Note: Deleting a Packet does not delete the Forms contained in it, only the Packet.
Creating a New Packet
Step 1: To create a new Packet, in the upper right you will click '+ New Packet.' This opens a dialogue box.
Step 2: Enter Packet Name.
Step 3: Enter Packet Description. (100 Characters max.)
Step 4: Select Packet Scope, (Organization/Location.)
Step 5: Select Forms. Search amongst your existing forms with this search bar. As you start typing the form name, matches appear below and you can click it to select it. You can have multiple forms in a packet.
Step 6: Set Status, (active/draft/inactive.) It is recommended to set to draft while working on it, and changing status to active once it is complete.
Step 7: Toggle Public on, (Making a form or packet public is what allows it to have a unique shareable link or QR Code), or off if you do not want it to be easily shared. When you are finished, check your changes and then click the blue 'Save Packet' to save the packet.
New Patient Forms Trigger
Navigate to: Forms > New Patient Forms Trigger
The New Patient Forms Trigger is an automation tool that automatically assigns forms or packets to new patients based on conditions you define. When a new patient books an appointment that matches your trigger criteria, the selected form or packet is sent to them automatically.
To set up a trigger, click the '+ New Trigger button' and define the following conditions:
- Location: Which office location the trigger applies to.
- Patient Type: New patient, existing patient, or both.
- Appointment Type: The specific type of appointment that should activate the trigger.
- Provider: The provider associated with the appointment.
Once conditions are met, the form or packet you selected is sent automatically. You can edit or delete triggers at any time using the action buttons on the trigger list.
That concludes the review of all tabs in the Forms section. To return to the MyTooth Navigation Article: Click Here.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.