Digitizing Client Forms with JotForm

Presented by: Stephanie Goss

May 2020

Start with Why

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Why Would Your Team Consider Using New Technology Right Now?

• Saves time for team running back and forth between the car and the clinic

• Less time spent on the phone○ Less tying up phone lines○ Less having to wait for the client to call back after you call and

they don’t answer• Ease of access for the client• Ability to be more thorough than your team might be on the

phone• Ability to capture additional information you wouldn’t normally

(pictures, video, records etc.) from the client ahead of time!

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Walkthrough: Building a Form Step by Step1. Log in to your account. This is your main screen. You are going to want to click the green

Create Form button on the left hand side of the screen.

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Walkthrough: Building a Form Step by Step2. You have three options for building forms. You can build a form from scratch, you can use a template or import a form to have Jotform convert it for you. You can use forms you have on your website, you can use a PDF and convert it or you can clone forms you have already created on JotForm to use as a base.

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3. You have two basic styles to choose from. A physical paper look called Classic Form or Card Form which shows one question per page. Both are VERY easy to use on a mobile phone. Card is slightly more annoying on a computer. You can find template for both on the website. My suggestion is start with Classic and get comfortable with the program. Then play with Card.

Walkthrough: Building a Form Step by Step

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4. Welcome to your form builder! This is your starting ground. As you start to build your form, this page will take shape.

Walkthrough: Building a Form Step by Step

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4. Welcome to your form builder! This is your starting ground. As you start to build your form, this page will take shape.

Walkthrough: Building a Form Step by Step

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5. Start with branding! I love being able to customize your forms to your hospital brand/colors. Simply click Add Your Logo and then drag and drop your logo file from the desktop!

Walkthrough: Building a Form Step by Step

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6. Once you have your logo in, you can use the Form Designer to find a style sheet that matches/compliments your hospital brand colors. You can choose from pre-made Color Scheme at the top or use the designer below that to customize each field section!

Walkthrough: Building a Form Step by Step

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7. Once you get comfortable with using the Form Designer, there is also an Advanced Designer function. This allows you to truly customize every area of your form so that you can really brand it to your site.

Walkthrough: Building a Form Step by Step

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8. Now let’s build! Add Form Element is your home base. This is where you will find each function type that you can insert into your form. The options are endless and it can get overwhelming. My suggestion: start with your paper form and look for each option that matches that field.

Walkthrough: Building a Form Step by Step

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9. Once you get comfortable with the Form Elements, you can experiment with Widgets, which are all different kinds of integrations!

Walkthrough: Building a Form Step by Step

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10. Using Conditional Logic: When you have a question on your form where you want the client to see or not see additional information based on their answer, you use Conditional Logic. This can be found by highlighting the question you want to trigger the logic. Then right click and the menu containing Conditional Logic will pop up

Walkthrough: Building a Form Step by Step

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11. Choosing Conditional Logic in the step before will bring you to the Settings page. Choose Add a New Conditional Logic button and this will allow you to begin picking and choosing your logic flow.

Walkthrough: Building a Form Step by Step

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11. Choosing Conditional Logic in the step before will bring you to the Settings page. Choose Add a New Conditional Logic button and this will allow you to begin picking and choosing your logic flow. Start by choosing Show/Hide Field.

What you choose here is going to be entirely dependant on your line of questioning.

Let's use the following example: If a client chooses YES to the question “Has your pet had any coughing, sneezing, vomiting or diarrhea?”, I want them to see additional history questions to gather more information.

Walkthrough: Building a Form Step by Step

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I am then going to select the following Conditional Logic steps:1. If: Use the drop down to choose the question you want to kickstart your flow.2. State: Decide if you need to use Equal to, Not Equal to, Empty or Filled3. Value: This should answer the question you chose in the If stage.4. Do: This tells the form what to do next. Decide if you need to use Hide, Show, Hide

Multiple, Show Multiple.5. Field: Choose the questions you want to show or hide. Hold down Control key to select

multiple.

PRO TIP:You must have entered all your questions you want toshow or hide into the form BEFORE you get to this step! Otherwiseyou won’t have any toselect from!

Walkthrough: Building a Form Step by Step

Do’s and Don’ts

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TIPS FOR WORKING WITH FORMSDo Continued• Figure out how your team is going to attach

them and where.

• Figure out how they will access the forms - are they using email/jotform portal or both? Who has access - BE AWARE OF CHANGE FACTOR

• Use your glossary in AVImark to build an email template that the CSRs can use to send forms to clients. Ours has links to every form and they just remove the ones that aren’t applicable.

Don’t • Be afraid to make changes to your form, if it

will help the team in the long run.

• Make your background colors for the fields too dark - consider your elderly clients and the colorblind ones.

Do• Use what you already have. Take your paper

form and literally go section by section to make it the same.

• Test your form. Put it in preview mode and look at it AND have someone fill it out. This will find your pain points.

• Use your team as guinea pigs for the step above. Update their information in your system.

• Find someone(s) on your team who is not afraid of technology. Make them your champion.

• Assign someone to monitor for intake. This is a constant process throughout the day.

• Consider sending forms further in advance

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Other tips and tricks for success• Starting With JotForm

This is a great series of FAQ and how to videos to get you started.

• Use the JotForm database to find unlimited templates! There are SO many already built. Some keywords to try: Veterinary, Client Form, Check-In, Patient Form, Patient History, Human Resources, Staff etc. You can find the template database here:

• Classic Page Template Database• Card Page Template Database

• Definitely host the forms on your website! You can see my website for an example. • Our site is limited to links only at this time. You should ask your website person if you

can embed your forms into your site. An example from Steve Schade’s practice, Urban Vet Care

• Have fun! The applications for this are endless. I started with client forms and once I felt confident and the curbside applications were taken care of, I started tackling other stuff. I have digitized our employment application, our team website bio sheet, my “Getting to Know Me” form for my teams… Geek out.

Call to Action: Build Your First FormWhere are you going to start? Who is your accountibilibuddy?