Create unlimited, fully customizable forms for patients, doctors, appointments, and encounters using KiviCare Pro’s powerful Custom Forms Builder—no coding required.

Overview

The Custom Forms Builder is one of the most flexible features in KiviCare Pro. It allows clinics to collect structured, accurate data across different workflows without modifying core code.

What You Can Create

• Patient intake and registration forms
• Doctor credential and profile forms
• Appointment questionnaires
• Clinical encounter documentation
• Pre-consultation screening forms
• Post-treatment feedback forms

Key Features

• Unlimited custom forms
• 10+ configurable field types
• Easy drag-and-drop form builder
• Required field validation
• Conditional logic (coming soon)
• Export form data to CSV/Excel
• Module-specific form integration
• Fully mobile-responsive design

Available Field Types

Text-Based Fields

1. Text Input
Single-line text field

• Ideal for names, IDs, and short answers
• Options: placeholder text, default value, maximum length

2. Textarea
Multi-line text input

• Best for medical history, notes, and descriptions
• Options: number of rows, placeholder text

3. Email
Validated email input

• Ensures correct email format
• Commonly used for contact information

4. Phone
Phone number input field

• Supports format validation
• Ideal for contact numbers

5. Number
Numeric-only input

• Suitable for age, weight, height, or measurements
• Options: minimum, maximum, and step values

Selection Fields

6. Dropdown (Select)
Single option selection from a list

• Useful for categories such as blood type or gender
• Supports default selection

7. Radio Buttons
Single selection with visible options

• Best for Yes/No or small option sets
• Provides better usability than dropdowns

8. Checkboxes
Multiple selections allowed

• Ideal for symptoms, allergies, or conditions
• Supports default checked options

Special Fields

9. Date Picker
Calendar-based date selection

• Used for birth dates, procedures, or events
• Supports date format and min/max limits

10. File Upload
Upload documents or images

• Ideal for reports, ID cards, or insurance documents
• Options: file types and size limits

Creating Your First Custom Form

Step 1: Open the Form Builder

1. Go to Settings → Custom Forms
2. Click Add New Form

Step 2: Configure Basic Form Details

Form Name: New Patient Intake Form
Description: Comprehensive intake form for new patients
Module Type: Patient Module
Status: Active

Module Types Explained

• Patient Module – Appears while adding or editing patients
• Doctor Module – Used for doctor profiles and credentials
• Appointment Module – Displayed during appointment booking
• Encounter Module – Used inside patient encounters

Step 3: Add Form Fields

Build a complete patient intake form by adding fields one by one.

Examples include:

• Known Allergies (Textarea, Required)
• Current Medications (Textarea)
• Blood Type (Dropdown)
• Emergency Contact Details (Text & Phone)
• Chronic Conditions (Checkboxes)
• Smoking Status (Radio Buttons)
• Insurance Information (Text & File Upload)

Each field allows customization such as:

• Labels and placeholders
• Required or optional status
• Validation rules
• Display options

Step 4: Review and Publish

1. Review all fields
2. Reorder fields using drag-and-drop
3. Click Save Form
4. Set status to Active
5. Click Publish

✅ Your form is now live and ready to use.

Where Custom Forms Appear

Patient Module

Displayed when adding or editing a patient.
Form data is saved with the patient profile and can be viewed or edited later.

Doctor Module

Used during doctor creation or profile editing.
Ideal for storing licenses, experience, certifications, and affiliations.

Appointment Module

Shown during appointment booking.
Useful for pre-appointment questions, symptoms, or screening forms.

Encounter Module

Accessible within patient encounters.
Form responses become part of the clinical record.

Form Design Best Practices

Organize Related Fields

Group fields into logical sections such as:

• Emergency contact details
• Insurance information

Use Clear Labels

• Good: “Emergency Contact Phone Number”
• Avoid: vague or unclear labels

Helpful Placeholders

Provide examples to guide users and reduce errors.

Required Fields

• Mark only essential fields as required
• Display clear validation messages
• Prevent form submission if required fields are empty

Viewing Form Data

Patient Profiles

Custom form data is visible inside the patient profile, organized by form and submission date.

Appointments

Pre-appointment form responses appear within appointment details.

Encounters

Encounter-specific forms are saved as part of the patient’s medical record.

Exporting Form Data

Export Individual Forms

• Choose date range
• Export as CSV or Excel
• Ideal for backups or reporting

Bulk Export

• Export submissions from multiple forms
• Generate consolidated reports
• Useful for analytics, research, or EMR imports

Editing Existing Forms

What You Can Edit Safely

• Add new fields
• Change labels or placeholders
• Reorder fields
• Add dropdown options

Use Caution When

• Deleting fields
• Changing field types
• Removing existing dropdown values

💡 Best practice: duplicate forms before major structural changes.

Real-World Use Cases

• Diabetes assessment forms
• Pre-operative screening questionnaires
• Pediatric growth and vaccination records

Each use case can be tailored to specific workflows using field types and validation rules.

Troubleshooting

Form Not Visible

• Ensure form status is Active
• Confirm correct module selection
• Clear cache and refresh

Required Fields Not Validating

• Re-save the field with the required option enabled
• Test in a different browser

File Upload Issues

• Verify file size and allowed types
• Check server upload limits

Data Not Saving

• Confirm all required fields are completed
• Check database connection
• Test for plugin conflicts

Advanced Tips

• Create reusable form templates
• Maintain versioning in form descriptions
• Export data regularly for analysis
• Use separate forms for multiple languages
• Prepare for conditional logic (upcoming feature)

Related Features

• Encounter Templates – Structured clinical documentation
• Patient Management – Centralized patient records
• Reports & Analytics – Insights from submitted form data