How Patient Forms Reach Your PMS

Overview

Collecting patient forms in the portal is only half the job — the information has to end up where your team already works. TeamCare handles both sides:

• The patient's answers update their record in TeamCare automatically, so your team sees the latest information without re-keying anything.

• Completed forms are posted to your practice management system (PMS) as a PDF in the document center, so the patient's paperwork lives right alongside their other records in the system you use every day.

This article explains what gets sent, where it lands, and when.

What Gets Sent

When a patient completes their intake, TeamCare compiles their submitted forms into a PDF and posts it to the patient's file in your PMS document center — the same place your other patient documents live. That gives you a permanent, viewable copy of the paperwork the patient filled out, attached to the right patient.

Alongside the PDF, the patient's core profile information keeps your PMS record current, so their details match what they entered in the portal.

Where It Lands in Your PMS

The form PDF is posted into your PMS's document center for that patient, appearing with the other documents TeamCare posts (such as treatment plans). Because it's filed under the patient, anyone on your team can open it from within your PMS the same way they'd open any other patient document.

Note: Document-center posting depends on your practice being connected to a supported practice management system. If your PMS connection isn't set up, forms are still collected and viewable in TeamCare — they just aren't posted to the PMS document center.

When It Happens

Posting is automatic — there's no manual "export" or "send to PMS" step for your team to run. Once a patient completes their forms, TeamCare handles compiling the PDF and posting it. If a post can't go through on the first try, TeamCare retries it.

What Your Team Should Do

For the most part, nothing — the flow runs on its own. Your team's role is to make sure patients actually complete their forms:

1. Send the patient their portal link. See Sharing a Patient's Portal Link.

2. Track who's finished on the Patient Intake Forms tile in Huddle. See Reviewing Incoming Patient Forms in Huddle.

3. Nudge anyone who hasn't finished by texting them a fresh link.

Once the forms are complete, the PDF and the updated record take care of themselves.

Frequently Asked Questions

Q: Do we have to manually export or upload the forms to our PMS? No. Posting the PDF to the document center happens automatically once the patient completes their forms.

Q: Where in our PMS does the form PDF show up? In the patient's document center — the same place TeamCare posts other patient documents. Open it from the patient's file in your PMS.

Q: What if our practice isn't connected to a PMS? Forms are still collected and fully viewable inside TeamCare (on the patient's profile and in Huddle). The document-center post is what requires a connected, supported PMS.

Q: Can we still see the forms inside TeamCare? Yes. Everything the patient submits is visible on their profile's form sections and summarized per appointment in Huddle — the PMS post is in addition to that, not instead of it. See The Five Patient Form Steps.

Q: Does the PDF update if the patient changes something later? The patient's record in TeamCare always reflects their latest answers. Treat the document-center PDF as the record of what was submitted; when in doubt, the patient's current information in TeamCare is the live source of truth.