Frequently asked questions

Formisoft is a patient intake platform built specifically for healthcare providers. It replaces paper clipboards and generic form tools with a purpose-built system that includes:

• Drag-and-drop form builder with 25+ field types (including healthcare-specific fields like insurance capture, medications, allergies, and e-signatures)
• AI-powered form generation — describe what you need or scan a paper form
• Automated SMS and email workflows (reminders, review requests, welcome messages, no-show follow-ups)
• Appointment scheduling with real-time availability
• Full patient records with demographics, medical data, and documents
• Post-visit review collection with Google Reviews integration
• Stripe payment processing for co-pays and fees
• 200+ integrations with EHR, scheduling, billing, and more via webhooks, Zapier, and Make

Everything is HIPAA-ready from day one.

From your dashboard, click the "New Form" button in the top right. You'll see three creation methods:

• AI generation — type a prompt like "New patient intake form for a dental office with insurance, medications, and consent" and a complete multi-page form appears in seconds
• Image upload — snap a photo of your existing paper form and the AI converts it to a digital form with the correct field types
• Templates — browse healthcare-specific templates by category (patient registration, consent, medical history, etc.) and customize one

You can also start with a blank canvas and add fields using the slash command menu — type "/" in the empty input at the bottom of the form.

Yes. When creating a new form, choose "From image" and upload a photo or scan of your paper form.

• The AI analyzes the document layout and content
• Generates a fully editable digital version with matching fields, labels, and structure
• Automatically selects healthcare-specific field types when appropriate (e.g., insurance capture, medications list)
• Open the result in the drag-and-drop builder to customize — add conditional logic, reorder fields, change types, and more

Not at all. Formisoft is designed so anyone on your team can build forms and manage patients:

• Type questions directly in the document-style canvas
• Use the slash command menu ("/") to pick from 25+ field types
• Drag fields to reorder them
• Configure branding, scheduling, and workflows through simple toggle switches and dropdowns

No code, no IT setup, no learning curve. If you can use a word processor, you can use Formisoft.

Most practices are live in under 15 minutes:

• AI builder generates a complete multi-page intake form in under a minute
• Add your logo and brand colors in Settings
• Toggle the form to "Published" in Form Settings
• Share the link with patients via email, SMS, or QR code

If you're migrating from paper, you can photograph your existing forms and have digital versions ready the same day.

Formisoft is $49.99/month with no feature gates and no per-form or per-patient fees.

• Every capability is available from day one — AI builder, all 25+ field types, SMS, automated workflows, integrations, patient management, analytics
• No long-term contracts — cancel anytime

Formisoft is used across healthcare specialties including:

• Family medicine and primary care clinics
• Dental offices
• Physical therapy and chiropractic practices
• Mental health and behavioral health providers
• Dermatology, ophthalmology, and optometry clinics
• Pediatricians and urgent care centers
• Surgical centers and specialty practices

Any practice that collects patient information — from solo providers to multi-location organizations — can use Formisoft.

The form builder uses a document-style canvas that looks and feels like writing a document:

• Each field appears as a card — hover to reveal a drag handle on the left for reordering
• On the right of each field: a gear icon (advanced settings) and a trash icon (delete)
• Between fields, a "+" button appears on hover so you can insert new fields anywhere
• At the bottom, type a question directly (press Enter to create a text field) or type "/" to open the slash command menu
• Click directly on field labels and placeholders to edit them inline
• Click the red asterisk (*) next to any label to toggle required/optional

Type "/" in the empty input at the bottom of the form canvas to open a searchable field picker. Fields are organized into three categories:

• Basic — text, number, email, phone, textarea, select, radio, checkbox, switch, date, time, file upload
• Healthcare — insurance info, medications, allergies, conditions, emergency contact, consent agreement, photo upload
• Advanced — e-signature, Stripe payment, appointment booking

Start typing to filter (e.g., "/ins" to find insurance). Use arrow keys to navigate and Enter to select.

Formisoft offers 25+ field types across three categories:

• Standard inputs — text, number, email, phone, text area, select dropdown, radio buttons, checkboxes, toggle switch, date picker, time picker, date & time, file attachment, copy/markdown content
• Healthcare-specific — insurance information (full form with carrier, policy, subscriber), medications list (repeating entries with dosage & frequency), allergies checklist (with severity), medical conditions (ICD-10 codes), emergency contact, consent agreement, photo upload (configurable slots)
• Advanced — digital e-signature (draw on any device), Stripe payment collection, appointment booking (real-time availability)

Yes. Click the gear icon on any field to open Advanced Settings, then configure a "Show if" rule:

• Choose a source field and an operator (equals, not equals, contains, not contains, is empty, is not empty, greater than, less than)
• Set the value that triggers the condition
• Fields with conditions show an amber badge on the canvas with the rule description
• The field is hidden from patients unless the condition is met

Example: show the "Medications list" only if the patient selects "Yes" to "Are you currently taking any medications?"

Yes. Click the "Add page" button at the bottom of the form canvas:

• Each page gets its own title (optional) and set of fields
• Patients see a progress indicator and navigate with Back/Next buttons
• Progress is auto-saved every 30 seconds to the patient's browser
• If they close the tab and come back later, they pick up exactly where they left off

Everything is edited live on the canvas — no dialogs needed for basic changes:

• Click directly on the field label text to edit it inline
• Click the grayed-out placeholder text (e.g., "Enter text...") to edit it inline
• For select, radio, and checkbox fields — click any option to edit, press Enter to add a new one, click X to remove

Yes. Click the gear icon on a field to open Advanced Settings. For text-based fields you can set:

• Minimum length and maximum length
• Regex pattern (e.g., a ZIP code pattern like "^\d{5}$")
• Custom error message shown to the patient

Validation runs when the patient clicks Next or Submit, with error messages displayed inline below the field.

Yes. Every 30 seconds, the patient's current answers and page position are saved to their browser's local storage:

• Survives closing the tab, switching apps, or losing connection
• Patient returns to the same URL and picks up where they left off
• Draft is cleared automatically after a successful submission

Every field gets a unique tag (auto-generated from the label, like "full_name" or "date_of_birth"). Tags are used for:

• Patient Mode field mapping — map tags to patient record fields so submissions auto-populate profiles
• Webhook payloads — tags become the keys in JSON data sent to your integrations
• CSV exports — tags are used as column headers for clean data mapping

Click "New Form" from your dashboard and select "AI generation." Then:

• Type a natural language prompt describing what you need — e.g., "Create a new patient intake form for an orthopedic clinic with demographics, insurance, medications, allergies, surgical history, and consent"
• The AI generates a complete multi-page form with the correct field types (including healthcare-specific fields), validation rules, required flags, and logical page grouping
• The form appears in your builder ready to customize using drag-and-drop

Be specific about your specialty and the information you need. Good examples:

• "Pediatric new patient form with parent contact, immunization history, allergies, and consent"
• "Physical therapy intake with injury history, pain rating, insurance, and e-signature"
• "Dental new patient registration with medical history, medications, insurance card upload, and HIPAA consent"

The AI understands healthcare terminology and automatically selects the right field types — for example, it uses the structured insurance capture field rather than a plain text input.

Yes. Choose "From image" when creating a new form:

• Upload a photo, scan, or screenshot of any paper form
• The AI analyzes the layout and content
• Generates a digital form with matching fields, labels, and structure
• Automatically selects healthcare-specific field types when appropriate
• Review and customize the result in the full drag-and-drop builder

Yes. Add a "Photo Upload" field to your form and configure it with slots like "Front" and "Back":

• On mobile, patients take a photo directly with their camera or choose from their photo library
• On desktop, they upload image files
• Photos are stored securely in AWS S3 and linked to the patient's record
• Displayed alongside their policy details — no manual copying needed by front desk staff

The insurance capture field renders a complete, structured mini-form within your intake form. It collects:

• Insurance carrier name
• Policy number and group number
• Subscriber name and date of birth
• Subscriber relationship (self, spouse, child, or other)

When Patient Mode is enabled, this data is automatically saved to the patient's insurance record. Include two insurance fields for primary and secondary coverage.

Yes. The medications list field lets patients add multiple entries. Each medication captures:

• Medication name
• Dosage (e.g., "10mg")
• Frequency (e.g., "twice daily")
• Prescriber name
• Start date and status (active, discontinued, or as-needed)

Patients click "Add medication" for each entry. All data is normalized in the patient record — structured and searchable, not buried in a free-text field.

The allergies field lets patients list each allergy with structured data:

• Substance or allergen name
• Reaction description
• Severity level — mild, moderate, severe, or life-threatening
• Additional notes

Data is normalized in the patient record with severity levels for clinical triage — much more actionable than a plain text "list your allergies" box.

Yes. The medical conditions field shows a searchable checklist of ~20 common conditions pre-mapped to ICD-10 codes, including:

• Asthma, Diabetes (type 1 and 2), Hypertension, Heart Disease, High Cholesterol
• Arthritis, Depression, Anxiety, GERD, Thyroid Disorders
• COPD, Epilepsy, Migraines, Osteoporosis, Sleep Apnea

Patients check the conditions that apply. Each tracks status (active, resolved, or chronic) and diagnosis date. Patients can also add conditions not on the list.

Add a "Signature" field to your form. The patient experience is simple:

• A signature pad appears where patients draw their signature with a finger (mobile) or mouse (desktop)
• The signature is captured as an image, timestamped, and stored as part of the submission
• Use it for consent forms, HIPAA acknowledgments, treatment authorizations, financial agreements

The signature and timestamp create a clear audit trail for compliance.

The consent field combines rich text and legal acceptance:

• Write custom consent text with rich formatting (bold, italic, links, lists)
• Patients see a required checkbox ("I agree") below the text
• Optionally add a signature pad for signed consent
• A full audit trail records who consented, when, from what device, and their IP address

Use it for HIPAA privacy notices, treatment consent, financial responsibility, photo/video release, and any other agreement.

Yes. The emergency contact field captures structured data:

• Contact name
• Phone number
• Relationship (spouse, parent, child, sibling, grandparent, friend, or other)

Data is saved to the patient record and immediately accessible when needed — no searching through form PDFs.

Open any form and click the "Send" button in the top navigation bar. From the dialog you can:

• Search for a patient and send via email (magic link) or SMS (text message)
• Copy the public link to share manually
• For appointment-based intake, click "Send intake forms" from the appointment detail — the patient receives an email with a magic link to all assigned forms

You can also generate QR codes from the Tools section or embed forms on your website.

Magic links are secure, one-click URLs that give patients direct access to their intake forms without any login or account creation:

• Each link contains a JWT token (valid for 7 days) unique to the patient
• The patient's known information is pre-filled automatically
• Patient clicks the link in their email or text — the form loads immediately on any device
• No login, no password, no app download required

Yes. In the Send Form dialog, choose SMS and the patient receives a text with your practice name and a direct link to the form:

• Messages are prefixed with your organization name (e.g., "[Harris Family Clinic] Complete your intake form before your visit")
• Powered by Twilio for reliable delivery
• Delivery status is tracked for every message — sent, delivered, or failed

Yes. Go to Tools > QR Code Generator:

• Enter your form's public URL and generate a printable QR code
• Place it on your front desk, in the waiting room, or on printed materials
• Patients scan with their phone camera — the form opens instantly in their browser
• No app download required

Yes. Every published form has a public URL at formisoft.com/f/{formId}:

• Embed on your website using an iframe
• Or link to it directly from your site
• The Tools section includes an Embed Code Generator with a ready-to-paste HTML snippet

Yes. In Form Settings, toggle "Password Protection" and enter a password:

• Patients are prompted to enter the password before they can see any fields
• Password is securely hashed with bcrypt
• Useful for internal-only forms, staff surveys, or forms shared with specific patient groups

Yes. In Form Settings under Access Control, set an "Opens At" and "Closes At" date and time:

• The form automatically becomes available and unavailable at those times
• Outside the window, patients see a message that the form is not currently accepting responses
• Useful for seasonal intake, event registration, or time-limited surveys

Yes. Go to Settings and configure your brand:

• Upload your practice logo
• Set your primary brand color — applied to buttons, progress bars, links, and accents
• Every form, email, intake link, and review page automatically reflects your branding

Patients see your practice identity throughout the entire experience — from the moment they open the form to the thank-you screen after submission.

White-label means the entire patient-facing experience is branded as your practice, not Formisoft:

• Your logo appears on forms, emails, and review pages
• Your brand color is used for all UI elements
• Your practice name appears in SMS messages and email subjects
• Patients never see the Formisoft brand — it looks like your own system

Yes. The "Copy" field type lets you add rich text content anywhere in your form:

• Write instructions, section headers, legal text, or practice information
• Supports markdown formatting (bold, italic, links, lists)
• The consent agreement field also supports rich text for your consent language
• Custom HTML headers and footers are available for additional branding

Yes. Your brand is present across all patient communications:

• Emails include your practice logo and name
• SMS messages are prefixed with your organization name in brackets (e.g., "[Your Practice Name]")
• The review page patients see after a visit shows your branding

Yes. Every patient gets a complete profile with:

• Demographics — name, DOB, gender, email, phone, address
• Insurance information — primary and secondary coverage
• Medical data — medications, allergies, conditions (ICD-10), emergency contacts
• Documents — uploaded insurance cards, IDs, referral letters, lab results
• History — all form submissions, appointments, and communications

When Patient Mode is enabled on a form, submissions automatically create or update patient records — no manual data entry.

In Form Settings, set Patient Mode to "New Patient — Auto-create patient record":

• A field mapping panel appears where you map form field tags to patient record fields (firstName, lastName, email, dateOfBirth, etc.)
• When a patient submits the form, Formisoft automatically creates a new patient record with all mapped data
• For existing patients, use "Existing Patient" mode with appointment-based intake — submissions update their existing record

Yes. Go to your Patients page and use the import feature:

• Upload a CSV with up to 500 patients at a time
• Map your CSV columns to Formisoft fields (name, DOB, email, phone, address, etc.)
• Patients are created in bulk with all your data preserved
• You can also export your entire patient list to CSV at any time

Yes. In Settings, enable auto-generation of patient IDs:

• Every new patient automatically receives a unique clinic-assigned ID
• You can also enter external IDs or MRN (Medical Record Numbers) manually
• Link patients across your existing systems using external identifiers

The Patients page has a search bar and filter options:

• Search by first name, last name, email, or phone number (case-insensitive)
• Filter by status: active, inactive, or archived
• Results are paginated (25 per page) with total count displayed
• Click any patient to see their full profile with medical data, documents, and history

Yes. Each patient profile has a documents section:

• Upload files up to 50MB — PDFs, images (JPG, PNG, GIF), and Word documents
• Use it for insurance cards, photo IDs, referral letters, lab results, signed consent forms
• Files are stored securely in AWS S3 with pre-signed access URLs
• Upload timestamps and uploader attribution are tracked for audit purposes

Yes. Create and manage appointments from your Appointments page with:

• Date, time, and duration (15, 30, 45, 60, or 90 minutes)
• Provider assignment and appointment type (new patient, follow-up, consultation, annual exam, or urgent)
• Linked intake forms — attach one or more forms to any appointment
• Status tracking through the full lifecycle: scheduled → confirmed → checked-in → in-progress → completed (or cancelled/no-show)

Status changes trigger automated workflows like post-visit review requests and no-show follow-ups.

Yes. Add an "Appointment Booking" field using the slash command menu. In the field's settings (gear icon), configure:

• Visit duration (15, 30, 45, 60, or 90 minutes)
• Visit type (new patient, follow-up, consultation, annual exam, or urgent)
• Provider assignment mode — any available, let patient choose, or specific providers

Patients see a real-time calendar with available slots based on your schedule. They pick a date and time, and the appointment is created when they submit the form.

Go to Appointments > Preferences to set up your schedule:

• Configure operating hours for each day of the week (e.g., Monday–Friday 9am–5pm)
• Add provider-specific schedules if providers have different availability
• Create overrides for holidays, closures, or special hours (full day or time-specific)
• The system automatically calculates available slots based on duration and prevents double-booking

Open any appointment and click "Send intake forms":

• Formisoft generates a magic link (JWT token, valid 7 days) with the patient's context
• The email includes your practice branding, the provider name, and links to all assigned forms
• Intake status updates to "sent" — track whether it's not sent, sent, partially completed, or completed
• Patient's known information is pre-filled in the forms

Yes. When creating or editing an appointment, attach any number of intake forms:

• The patient receives all assigned forms as a bundle when you send the intake link
• Track completion status per form — see which are done and which are still pending
• Review all completed forms before the patient arrives

Seven statuses that map to the appointment lifecycle:

• Scheduled — initial state when appointment is created
• Confirmed — patient confirmed attendance
• Checked-in — patient arrived at the office
• In-progress — patient is with the provider
• Completed — visit finished (triggers post-visit review request)
• Cancelled — with reason and timestamp
• No-show — patient didn't arrive (triggers no-show follow-up)

Five built-in workflow types that run on autopilot, plus unlimited custom automations via integrations:

• Appointment Reminders — sent 24 hours before a visit (customizable)
• Intake Form Reminders — nudge patients 48 hours before if forms aren't completed
• Post-Visit Review Requests — sent 2 hours after appointment completion
• New Patient Welcome — sent 5 minutes after a patient record is created
• No-Show Follow-ups — sent 1 hour after a no-show

On top of these, 200+ integrations via webhooks, Zapier, and Make let you automate virtually anything — push data to your EHR, sync patients to your CRM, notify your team on Slack, update a Google Sheet, trigger a billing workflow, and more.

Go to Settings in your dashboard:

• Each workflow type has its own toggle switch to enable or disable
• Click a workflow to customize the timing, channel (email or SMS), and message template
• Changes take effect immediately for all future executions

When enabled, Formisoft automatically schedules a reminder before every upcoming appointment:

• Default timing: 24 hours before the visit (customizable)
• Sent via your chosen channel — email or SMS
• Includes the patient's name, appointment date and time, and your practice name
• If the patient has pending intake forms, the reminder includes a link to complete them

No manual action needed — reminders are sent automatically for every appointment.

If a patient hasn't completed their intake forms, Formisoft sends an automatic nudge:

• Default timing: 48 hours before the appointment (customizable)
• Includes a magic link that takes the patient directly to their pending forms
• Only triggers if forms are actually pending — patients who already completed intake won't be nudged

This significantly reduces incomplete intakes and front-desk data entry on the day of the visit.

When an appointment is marked as "completed," Formisoft automatically sends a review request:

• Default timing: 2 hours after completion (customizable)
• Patient receives a link to a branded review page
• They rate their experience from 1 to 5 stars
• High ratings (4–5) are redirected to your Google Review page
• Low ratings (1–3) collect private feedback for internal improvement

When an appointment is marked as "no-show":

• A follow-up message is sent automatically 1 hour later (customizable)
• Sent via email or SMS
• Use it to check on the patient, offer to reschedule, or ask if they need assistance

The tone is caring, not punitive — you control the exact message through the template editor.

When a new patient record is created (manually or via form submission):

• A welcome message is sent 5 minutes later (customizable)
• Introduce your practice, share what to expect at their first visit
• Include a link to any pre-visit intake forms

It's the first impression patients get from your practice's digital experience.

Yes. Each workflow has a customizable template with variables that are automatically replaced:

• {{patientName}} — patient's first name
• {{organizationName}} — your practice name
• {{appointmentDate}} — formatted appointment date
• {{appointmentTime}} — formatted appointment time
• {{intakeLink}} — magic link to pending forms
• {{reviewLink}} — link to review page

Write the tone and content that fits your practice.

Yes. Formisoft's 200+ integrations via webhooks, Zapier, and Make let you automate virtually anything:

• Push new patient data to your EHR automatically
• Send a Slack notification when an intake form is submitted
• Add patients to your email marketing list
• Create a task in your project management tool when a submission is flagged
• Sync appointment data to Google Calendar
• Trigger a billing workflow when a co-pay is collected

If you can trigger it with a webhook, you can automate it.

Workflows use a cron-based execution engine with built-in safeguards:

• Idempotency keys prevent duplicate sends
• Failed deliveries are retried up to 3 times with exponential backoff
• Every execution is logged with status (pending, completed, or failed)
• Full error details available for troubleshooting

After an appointment is marked complete, Formisoft automatically sends a review request (default: 2 hours later). The patient experience is:

• Patient receives a link via email or SMS to a branded review page
• They tap 1–5 stars to rate their experience
• 4–5 stars → encouraged to leave a Google review (if configured)
• 1–3 stars → private feedback form appears for internal improvement

This two-stage flow channels happy patients toward public reviews while capturing constructive feedback privately.

Go to Settings and paste your Google Review URL:

• Find the URL by searching your practice on Google Maps and clicking "Write a review"
• Once configured, patients who rate 4–5 stars see a "Leave a Google Review" button
• They're taken directly to your Google review form — pre-authenticated if they're logged into Google

Yes. Your review section shows:

• Average star rating across all reviews
• Star distribution breakdown (how many 1-star, 2-star, etc.)
• Total number of reviews
• Google redirect count — how many patients clicked through to Google
• Chronological list of all reviews with patient names, ratings, and feedback

Each review request generates a unique, non-expiring token URL:

• No login required — patient clicks the link and sees the branded star rating page
• The entire experience takes under 30 seconds
• Single-use — once submitted, revisiting the link shows "You've already submitted your review"

No. The two-stage flow protects your public reputation:

• Patients who rate 1–3 stars are asked for private feedback within Formisoft — they are never redirected to Google
• Only patients who rate 4–5 stars see the option to leave a Google review
• You collect constructive feedback privately while channeling happy patients toward public reviews

Formisoft integrates with Twilio for SMS delivery:

• Messages are prefixed with your organization name (e.g., "[Harris Clinic]")
• Every SMS is tracked with delivery status — queued, sent, delivered, or failed
• Twilio sends real-time status callbacks that Formisoft tracks automatically
• Full message log with timestamps, recipients, and Twilio SID for troubleshooting

SMS is available across the entire platform:

• Intake form links (magic links or public links)
• Appointment reminders
• Intake completion reminders
• Post-visit review requests
• No-show follow-ups
• New patient welcome messages
• Custom messages to individual patients or in bulk

Yes. Send messages to multiple patients at once:

• Each message is personalized with the patient's name and relevant details using template variables
• Messages are sent individually (not as a group text)
• Your organization name is the prefix on every message
• Delivery status is tracked per recipient

Formisoft sends emails for all major patient and team interactions:

• Magic-link intake emails — patient clicks to access forms
• Appointment confirmations
• Intake reminders — nudge to complete pending forms
• Post-visit review requests
• New patient welcome messages and no-show follow-ups
• Form submission alerts — notifies your team when a patient submits
• Team member invitations and account verification

All emails are sent via Resend for reliable delivery and include your practice branding.

Yes. Every outgoing message is logged with:

• Recipient info and channel (email or SMS)
• Delivery status and timestamp
• Error details if delivery failed
• For SMS, Twilio status callbacks (queued → sent → delivered or failed)

You have a complete audit trail of all patient communications.

Yes. Add a "Collect Payment" field to any form using the slash command menu (type "/" then select it from Advanced). In the field's settings (gear icon), configure:

• Product name (e.g., "New Patient Registration Fee")
• Amount (e.g., $25.00) and currency
• Pricing type (one-time or recurring)

Patients see a secure Stripe payment form embedded in your intake form. Payment is processed when they submit. A 5% processing fee is applied per transaction.

Yes. This is one of the most popular uses of the payment field:

• Add a Stripe payment field to your pre-visit intake form with the co-pay amount
• Send the intake link before the appointment
• Patients complete their forms and pay the co-pay in a single step
• By the time they arrive, payment is already collected — no front-desk processing needed

A 5% processing fee is applied per transaction.

Formisoft applies a 5% processing fee on each payment collected through intake forms:

• Covers payment processing and platform infrastructure
• No additional monthly fees for the payment feature — it's included in your $49.99/month plan
• You only pay the processing fee when you actually collect a payment

Go to Settings and connect your Stripe account:

• One-click Stripe Connect setup
• Once connected (status shows "active"), create products with custom pricing
• Payments are settled directly to your bank account via Stripe
• Access your Stripe dashboard anytime for reporting, refunds, and payout management

Yes. Your Payments section shows:

• All collected payments with amount, status, associated form, patient name, and timestamp
• Payment analytics — total revenue, payment counts, and trends
• Direct access to your Stripe dashboard for detailed financial reporting

Formisoft supports all major payment methods through Stripe:

• One-time and recurring payments
• Custom product names and amounts per payment field
• All major credit and debit cards accepted
• Stripe handles card processing securely (PCI compliant) — card details never touch Formisoft servers

Formisoft connects with 200+ tools through three integration methods:

• Native webhooks — real-time HTTP POST events with HMAC signing
• Zapier — connects to thousands of apps without code
• Make (formerly Integromat) — for complex multi-step automations

This includes EHR/EMR systems, scheduling tools, Google Sheets, Slack, email marketing platforms, CRMs, billing systems, labs, and more.

Open any form's Settings page and scroll to the Integrations section:

• Click "+ Add Webhook" and enter your endpoint URL
• Check the events you want to receive (Submission Created, Submission Reviewed, Form Published)
• Formisoft generates a webhook secret and signs every request with HMAC
• An example payload is shown right in the settings page
• Delivery history shows every call with status code and response body

Seven event types you can subscribe to:

• submission.created — patient submits a form
• submission.reviewed — staff reviews a submission
• appointment.created — new appointment scheduled
• appointment.updated — appointment status or details changed
• patient.created — new patient record created
• patient.updated — patient information modified
• form.published — form goes live

Yes. Configure a webhook for the "submission.created" or "patient.created" event:

• Point it at your EHR's API endpoint or use a middleware like Zapier/Make
• The webhook payload includes all form field data, patient demographics, and metadata
• Every request is HMAC-signed so your EHR can verify authenticity
• For EHRs without a direct API, use Zapier or Make with pre-built connectors

Yes. Formisoft provides a full REST API for all major resources:

• Forms — create, read, update, publish
• Submissions — list, review, export
• Patients — create, read, update, search
• Appointments — create, read, update, status changes
• Documents — upload and download

All endpoints are organization-scoped and authenticated. Use the API to build custom integrations or sync data with your systems.

Formisoft's webhook events trigger Zapier Zaps or Make scenarios. Example automation:

• Form submitted → add patient to Google Sheet
• Form submitted → create record in your EHR
• Submission flagged → send Slack notification to your team
• New patient → add to your email marketing list
• Appointment created → sync to Google Calendar

No code required. Zapier and Make both support thousands of app connections.

Yes. Every webhook has multiple security layers:

• HMAC secret unique to your configuration
• Signature header included with every request for verification
• Delivery status codes and response bodies logged for troubleshooting

Every form has a detailed analytics dashboard with:

• Total page views, form starts, and submission count
• Completion rate (submissions ÷ starts)
• Daily visitor trends over time
• Device and browser breakdown (Chrome, Safari, mobile, desktop, etc.)
• Referrer tracking — where visitors came from
• Abandonment analysis — how many viewed but didn't submit

Use this data to identify drop-off points and optimize your forms.

Yes. On any form's submissions page:

• Export all responses to CSV or Excel
• For large datasets, exports run asynchronously — you're notified when the file is ready
• Exports include all field values, timestamps, patient info, and review status
• Field tags are used as column headers for clean data mapping

Yes. Full import/export capabilities:

• Import up to 500 patients from CSV with column mapping
• Export your full patient list anytime to CSV
• Easy migration from another system or local backup

Your main dashboard shows a complete practice snapshot:

• Total patients, forms, and appointments with 30-day trends
• Upcoming appointments (next 3) with date/time, status, and patient name
• Recent form submissions (last 3) with form name, patient, and timestamp
• For new organizations — a getting-started checklist (create a form, add a patient, set up availability, invite your team)

Yes. Audit logs are fully searchable and exportable:

• Filter by action type (create, read, update, delete, export, login)
• Filter by resource type (patient, form, submission, appointment)
• Filter by user
• Export results for HIPAA compliance reviews or internal investigations

Yes. Formisoft is designed to meet HIPAA's administrative, physical, and technical safeguard requirements:

• 256-bit AES encryption at rest and TLS 1.3 in transit
• Role-based access controls with four permission levels
• Complete audit logging of all data access and modifications
• US-only data hosting on AWS infrastructure
• Secure token generation for magic links
• Bcrypt password hashing and HMAC-signed webhooks

A Business Associate Agreement (BAA) is available on the Enterprise plan.

Multiple encryption layers protect patient data:

• At rest — AES-256 encryption on AWS RDS (PostgreSQL) and AWS S3 (file storage)
• In transit — TLS 1.3 between browser and servers, and between Formisoft and all third-party services
• Passwords — hashed with bcrypt (10+ salt rounds)
• Form passwords and API tokens — cryptographically secured

Patient data never leaves US borders.

Every action in Formisoft is logged automatically. When anyone on your team performs an action, an audit entry is created with:

• Action type — create, read, update, delete, export, login
• Resource affected — patient, form, submission, appointment, etc.
• User who performed the action
• IP address and user agent (browser/device)
• Precise timestamp

Audit logs are admin-only, fully searchable, and exportable for HIPAA compliance reviews.

Four roles with distinct access levels:

• Admin — full access including team management, billing, organization settings, and all patient data
• Provider — view and manage patients, appointments, and submissions (no settings or billing)
• Staff — manage patients and appointments day-to-day (no settings)
• Patient — limited access to their own data only

Team members are invited by email and assigned a role by an admin. Roles can be changed at any time.

All data is stored and processed exclusively in the United States on AWS infrastructure:

• Database — AWS RDS PostgreSQL in a US region
• File storage — AWS S3 in a US region
• Application servers — US-based

Data never leaves US borders. This meets HIPAA requirements and many state-level healthcare data regulations.

Magic links use JWT (JSON Web Tokens) signed with a secret key:

• Each token contains the patient ID, appointment ID, form IDs, and organization ID
• Tokens expire after 7 days
• No login or account creation required for patients
• Tokens are single-use for appointment-based intake

Go to Settings and click the "Team Members" tab:

• Click "+ Invite Member"
• Enter their email address and select a role (Admin, Provider, Staff, or Patient)
• They receive an email invitation with a link to accept and create their account
• You can change roles or remove members at any time

Choose based on what each person needs to do:

• Admin — office managers or practice owners who need full control (billing, settings, team management, all data)
• Provider — doctors, dentists, therapists who need to see patients, appointments, and submissions
• Staff — front desk, medical assistants, or coordinators who manage patients and appointments day-to-day
• Patient — for giving patients limited access to their own records

Go to Settings > Organization Details:

• Organization name — shown on all patient-facing materials
• NPI number — National Provider Identifier for insurance billing
• Phone number and email address
• Logo — uploaded and used on forms, emails, and review pages
• Timezone — used for appointment scheduling and workflow timing

These settings are applied across the entire platform automatically.

Go to Settings > Billing:

• Subscription status (Active, Past Due, Canceled, or Unpaid)
• Plan details — $49.99/month base with per-seat pricing for additional members
• Click "Manage Billing" to access the Stripe customer portal
• Update payment method, view invoices, or cancel from the portal

Yes. Formisoft is multi-tenant with strict organization isolation:

• Every record — patients, forms, submissions, appointments, documents, workflows, audit logs — is scoped by organization ID
• Team members only see data belonging to their organization
• No cross-organization data access
• Enforced at the database query level, not just the UI

Open any form and go to its Submissions tab:

• See a list of all responses with patient name, timestamp, and status (submitted, reviewed, or flagged)
• Click into any submission to see the full response with every field value
• Mark as reviewed, add notes, flag for follow-up, or assign to a team member

Yes. From the submission detail view:

• Assign it to any team member on your organization
• The assigned reviewer's name is displayed on the submission
• Filter the submissions list by reviewer or review status

Useful for dividing intake review across providers or staff.

Every submission records detailed context:

• Submission timestamp and completion duration
• Pages viewed (for multi-page forms)
• Device and browser information (via user agent)
• IP address and session ID
• Review status with reviewer name

Yes. Two notification methods:

• Email alerts — toggle "Email on new submission" in Form Settings and enter the notification address
• Webhook notifications — configure a submission.created webhook to push data to Slack, a dashboard, or any system in real-time

Formisoft is $49.99/month per organization. No feature gates and no per-form or per-patient fees. Everything is included:

• AI form builder and all 25+ field types
• Unlimited forms and unlimited submissions
• SMS and email workflows with automated reminders
• Review collection with Google Reviews integration
• Patient management, appointment scheduling, document storage
• 200+ integrations, analytics, and full HIPAA compliance

If you collect payments, a 5% processing fee is applied per transaction.

$49.99/month covers the full platform. Here's complete transparency on costs:

• Unlimited forms, submissions, and patients — no usage fees
• Payment collection — 5% processing fee per transaction
• SMS messages — use your Twilio account (you control the cost)
• Additional team seats — per-seat pricing shown in billing settings
• No setup fees, no onboarding fees, no minimum commitment

Yes. No long-term contracts and no cancellation fees:

• Cancel from Settings > Billing > Manage Billing
• Data and access remain available until the end of your billing period
• Reactivate at any time

Yes. The Enterprise plan includes everything in the standard plan plus:

• Business Associate Agreement (BAA)
• Dedicated support
• Custom integrations
• Volume pricing for large organizations
• Priority feature requests

Contact our sales team for Enterprise pricing.

The base plan includes a set number of seats (team member accounts):

• Additional seats are charged per seat per month
• Exact per-seat cost visible in Settings > Billing
• Add or remove seats anytime — billing adjusts automatically