Form Submission Wizard

Form Submission Wizard

Form Submission Wizard

The Form Submission Wizard is a step-by-step flow for completing and submitting a single health form. The steps shown depend on how the form is configured — some forms require only a fill-and-submit, while others require a doctor's signature, insurance information, or a scanned upload.

Access the wizard by clicking Fill Out Form, Upload Form, or Replace Submitted Form on any form card in the Session Forms page.

Wizard Overview

The wizard shows a stepper bar at the top indicating the steps and your progress. On larger screens, a collapsible info panel on the right shows instructions and contextual help. Click the info panel toggle button in the header to open or close it.

The steps that appear depend on the form:

Step When it appears
Instructions Always — first step
Fill Out Form Form supports online fill-in
Upload Form Form uses upload mode (scan/PDF upload)
Doctor Download Form requires a doctor's signature (fill mode only)
Upload Signed Form Form requires a doctor's signature (fill mode only)
Insurance Card Form requires insurance information
Review & Submit Always — final submission step
Confirmation Always — success screen after submitting

Step 1: Instructions

The Instructions step introduces the form and outlines what to expect.

Contents:

  • Form name as the page title
  • Session Instructions (blue alert box) — if the organization added instructions for this session
  • Form Instructions (grey alert box) — if the organization added instructions for this specific form
  • A step-by-step overview list showing which steps will follow (Fill Out Form, Doctor's Signature if required, Insurance Card if required, Review & Submit)

Click Continue to proceed to the next step.

Step 2a: Fill Out Form (Fill Mode)

For forms that support online completion, this step shows the interactive PDF form.

  • PDF form fields are rendered inline — click each field to enter a value
  • Required fields must be filled before you can advance
  • A Save Draft button saves your progress without advancing (you can return later to complete)
  • A Save & Continue button validates required fields and advances to the next step — if required fields are missing, an error message lists which fields on which pages need attention

Step 2b: Upload Form (Upload Mode)

For forms that require uploading a completed copy:

  • Upload your completed, scanned, or photographed form
  • At least one page must be uploaded before you can continue
  • If the form has a minimum page count, you must upload that many pages before the Continue button is active
  • Error message if you try to continue with no pages: "Please upload at least one page before continuing."
  • Error message if the page count is insufficient: "You have uploaded N of M required pages. Please upload all pages before continuing."

Click Continue to advance.

Step 3: Doctor Download (Fill Mode with Doctor's Signature Required)

This step appears only for forms that require a doctor's signature and are being submitted in fill mode.

The step explains the three-step process for getting a doctor's signature:

  1. Download the Form — download the filled form (or blank form if preferred)
  2. Get Doctor's Signature — print and take to the doctor for signing, or use the fax option
  3. Return the Signed Form — upload the signed copy in the next step, or let the doctor fax it

Download buttons:

  • Download Filled Form (primary) — downloads the form with your filled-in answers
  • Dropdown arrow on the same button → Download Blank Form — downloads the unfilled template
  • Download with Fax Coversheet — downloads the form with a fax cover sheet so the doctor can fax the signed copy directly to HealthForms.io

After downloading, a green confirmation message appears: "Form downloaded. Once your doctor has signed the form, click Continue to upload it."

Buttons at the bottom:

  • Save & Close — saves progress and returns to the Session Forms page; you can come back later to upload the signed form
  • Continue — advances to the Upload Signed Form step

For fax instructions, see https://support.healthforms.io/portal/en/kb/articles/faxing-health-forms

Step 4: Upload Signed Form (Fill Mode with Doctor's Signature Required)

Upload the signed copy of the form after the doctor has signed it.

  • Upload the scanned or photographed signed form
  • At least one signed page is required before continuing

Click Continue to advance.

Step 5: Insurance Card (If Insurance Required)

If the form requires insurance information, this step collects or confirms your insurance card details.

  • If you have previously provided insurance information, you may be offered an option to keep the existing card on file
  • Otherwise, enter or update your insurance card information

Click Continue to advance.

Step 6: Review & Submit

The Review & Submit step shows a preview of the completed form so you can verify it before submitting.

Contents:

  • A PDF preview of your form — flattened so form fields are visible as values
  • Form Date field — if the form requires a specific date (such as a doctor's signature date), a required date field appears; the form cannot be submitted without it
  • A Submit button

Click Submit to submit the form. If a required date is missing, an error message appears: "A [Form Date Label] is required."

Step 7: Confirmation

The Confirmation step appears after a successful submission.

Contents:

  • A green checkmark icon and "Form Submitted Successfully" heading
  • A summary card showing:
    • Participant — the family member's name
    • Form — the form name
    • Session — the session name
    • Submitted — the submission date
  • A note: "Your form will be reviewed by the [Session] team. We'll notify you if any corrections are needed. Questions? Email [support email]."
  • Back to [Session] button — returns to the Session Forms page
  • Download Copy button — downloads a copy of the submitted form

Choosing Between Fill and Upload Mode

Some forms support both online fill-in and uploading a completed scan. If a form offers both modes, you are prompted to choose when you begin:

  • Fill Out Online — complete the form fields directly in the portal (recommended when available)
  • Upload a Completed Copy — scan or photograph a completed paper form and upload it

If you switch from upload mode to fill mode, you will see a warning: "Switching to fill mode will remove your uploaded pages. Continue?" Click Continue to switch or Cancel to keep your uploads.

Saving Progress

  • The wizard remembers where you are — if you leave and come back, you return to where you left off.
  • On the Fill Out Form step, click Save Draft to save your current field values without advancing.
  • On the Doctor Download step, click Save & Close to save your download progress and return to the session.

Common Issues

Required fields are highlighted but I can't tell what's missing

After clicking "Save & Continue," the info panel on the right lists any missing required fields by page number and field name. Open the panel if it's closed by clicking the info panel toggle button in the header.

The PDF preview doesn't load on the Review & Submit step

Try refreshing the page. If the issue persists, contact https://support.healthforms.io.

I closed the wizard before submitting — did I lose my work?

Progress is saved when you click "Save Draft" (fill mode) or "Save & Close" (doctor download step). If you simply navigated away without saving, you may need to re-enter your form data. Return to the session and click the form's action button to resume.

Q&A

Q: How do I fill out a health form online? A: On the Session Forms page, click "Fill Out Form" on the form card. Go through the Instructions step, then fill in the PDF form fields on the Fill Out Form step. Click "Save & Continue" when done, complete any remaining steps (doctor signature or insurance if required), then click Submit on the Review & Submit step.

Q: How do I upload a scanned form? A: On the Session Forms page, click "Upload Form" on the form card. On the Upload Form step, upload your completed/scanned PDF or image. Continue through any remaining steps (insurance if required), then submit on the Review & Submit step.

Q: What if my form requires a doctor's signature? A: After filling out the form online, the wizard takes you to the Doctor Download step. Download the filled form, take it to your doctor for signing, then upload the signed copy in the next step. Or you can download with a fax cover sheet so the doctor can fax the signed form directly to HealthForms.io.

Q: Can I save my progress and come back later? A: Yes. On the Fill Out Form step, click "Save Draft" to save your field entries without submitting. On the Doctor Download step, click "Save & Close" to save your progress. When you return to the session and click the form's action button, you'll resume where you left off.

Q: I submitted a form — how do I download a copy? A: On the Confirmation screen after submitting, click "Download Copy." You can also download a submitted form from the family member's profile page under Submitted Forms, or from the three-dot menu (⋮) on the form card on the Session Forms page.

See the Glossary of Terms for definitions of terms used in HealthForms.io.

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