Create and manage forms Praxis Desk

With the form editor, you tailor digital forms exactly to your needs. You can combine different elements to collect structured information from your patients.

Prerequisites

Required license

This feature requires the Forms add-on for Praxis and Desk.

How to do it

1. Go to Einstellungen (Settings) and open Formulare (Forms).
2. Click Erstellen (Create).

Fig. 1Use the Erstellen button at the top right to set up a new form.

3. Drag the elements you need from the left bar into the form area using drag-and-drop. Clicking an element in the left bar inserts it as well.
4. Alternatively, click the plus icon Element hinzufügen (Add element) in the form area. Choose an element from the quick selection or via Alle Elemente … (All elements).
5. Click an element in the form area to adjust its settings on the right. Depending on the element type, you see the tabs Inhalt (Content), Validierung (Validation), Bedingung (Condition), and Design.
6. Use the Speichern (Save) button (top right) to save your changes regularly. You can save only once the form has at least one section.

offisy · Settings · Forms · Editor

Fig. 2How to drag a text field into the form area and change its label.

Use the editor header

The editor header offers these functions:

• Zurück zur Liste (Back to list): You return to the form list.
• Bearbeiten | Vorschau | Einstellungen (Edit | Preview | Settings): Use the switch to change the mode. The Einstellungen are described in Change form settings.
• Rückgängig (Undo) and Wiederherstellen (Redo): You revert changes or apply them again.
• Speichern: The dropdown on the button contains Patientenakte konfigurieren (Configure patient record) and Bearbeitung verwerfen (Discard edits). Patientenakte konfigurieren opens the record configuration in a new tab, see Set up forms in the patient record.

You edit the form name directly in the header.

Check the form in the preview

1. Click Vorschau in the switch in the header.
2. Use Ausfüllen (Fill out) and Ausdruck (Print) to switch between the fill-out view and the print view.
3. In Ausfüllen mode, choose the device in the device bar.
4. If the form has more than one step, switch between Schritte (Steps) and Eine Seite (One page).

Ausdruck always shows the desktop layout. Thieme forms only have Ausfüllen.

Choose elements

The elements are in the left bar under two tabs: Elemente (Elements) and Patientenakte (Patient record). Use the Element suchen … (Search element) field to find an element by name. Leiste einklappen (Collapse bar) hides the bar.

In the Elemente tab, you have these categories:

Fig. 3The elements by category on the left, the form's Aufbau on the right.

• Struktur (Structure): Gruppe (Group, for fields in one row), Trenner (Divider), Abstand (Spacer). Fields also sit side by side without a group, see Arrange elements.
• Text & Medien (Text & media): Überschrift (Heading), Text (for explanations), Link, Bild (Image, e.g. logo), QR Code, Strichcode (Barcode).
• Eingabefelder (Input fields):
  • Textfeld (short text field), Nummerfeld (Number field), Textbereich (Text area, long), E-Mail, Telefon (Phone)
  • Optionsfelder (Radio buttons, single choice), Auswahl (Dropdown), Mehrfachauswahl (Multi-select, checkboxes), Ankreuzfeld (Checkbox, confirmation)
  • Datumauswahl (Date picker), Datum und Uhrzeit (Date and time), Uhrzeit (Time)
  • Land (Country), Arzt Auswahl (Doctor select), Unterschrift (Signature, digital), Datei hochladen (File upload), Skala (Scale), Fragentabelle (Question table), Bodychart
  • BMI, Cholesterin/HDL-Cholesterin (Cholesterol/HDL cholesterol), Taille/Hüfte (WHR) (Waist-to-hip ratio), Taille/Körpergröße (WHtR) (Waist-to-height ratio), Körperoberfläche (BSA) (Body surface area)

For how to use the Bodychart element, see Use BodyChart in a form. You set up the templates under Configure BodyChart.

Taille/Hüfte (WHR), Taille/Körpergröße (WHtR), and Körperoberfläche (BSA) each consist of two input fields plus a read-only result field.

• WHR: Waist and hip in cm.
• WHtR: Waist and height in cm.
• BSA: Height in cm and weight in kg.

Once you enter both values, Offisy calculates the result automatically. It rounds to 2 decimal places. The BSA result appears in m².

In the Patientenakte tab, you also find fields that are directly linked to the record:

• Stammdaten (Master data): Name, Anrede (salutation), Geburtstag (birthday), Adresse (address), Telefon (phone), E-Mail, Soz. Ver. (social insurance), Pflichtversicherung (mandatory insurance), Zus. Pflichtversicherungen (additional mandatory insurances), Private Zusatzversicherung (private supplementary insurance), Versicherungstyp (insurance type), Kontaktperson (contact person), Zusendung Newsletter (newsletter subscription), Zustimmung WAHOnline (WAHOnline consent).
• Werte (Values): Custom values you created.
• Dokumente (Documents): For example Diagnose (diagnosis).

Prefill fields automatically

For elements from the Patientenakte tab, you find switches for prefilling in the Inhalt tab. When someone fills out the form, it takes the value from the record of the assigned patient.

• Stammdaten: With the Feld automatisch vorausfüllen (Prefill field automatically) switch, the field takes the value from the master data.
• Werte: With the Automatisch vorausfüllen (Prefill automatically) switch, the field takes the value from the patient record.
• Welche Werte (Which values): For values with multiple entries, choose Letzter Wert (Latest value) or Alle Werte (All values).

Arrange elements

You arrange elements in the form area by dragging. First click the element you want to move.

Move an element

1. Click the element. The toolbar appears above it.
2. Drag the element to its new position using the Element verschieben (Move element) handle. It's the last button in the toolbar.

To move an element to another step, see Steps and sections.

Duplicate or delete an element

1. Click the element. The toolbar appears above it.
2. Click Element duplizieren (Duplicate element) or Element löschen (Delete element).

You also find both functions at the bottom of the settings area as the buttons Duplizieren and Löschen.

Place elements side by side

1. Drag an element over another element until you reach its vertical edge.
2. Drop the element at the left or right edge. The row splits, and the element sits next to the other one.

While you drag, a label shows what happens:

• Percentage (e.g. "50 %"): This is how wide the element becomes in the row.
• volle Breite (full width): The element gets its own row.
• kein Platz für eine Teilung (no room to split): The row is too full. You can't drop the element next to the other one there.

The other elements in the row adjust their width right away while you drag. This also works when you drag a new element from the left bar.

offisy · Settings · Forms · Editor

Fig. 4Drag a field by its handle to the right edge of another field: the label shows 50 %, and after you drop it, both sit side by side.

Change the width of an element

You have two options:

• By dragging: Drag the Zum Ändern der Spaltenbreite ziehen (Drag to change column width) handle at the right edge of the element. A display shows the width as a percentage.
• In the Design tab: Under Breite (Width), choose a step: voll (full), ½, ⅓, or ¼. Use the Widget-Breite anpassen (Adjust widget width) slider to set the width continuously.

The width applies only to the device you're currently editing. For more, see Set form appearance per device.

Style a heading

You edit the heading text in the Inhalt tab. You set the type, size, font weight, and color in the Design tab.

At the top of the Design tab, you choose the device: Desktop, Tablet, or Handy. Below that is the Schrift block with four fields:

• Typ — Überschrift 1 to 6 or Paragraph. The type applies to all devices.
• Größe — The first option is Geerbt and shows the current size in pt, e.g. "Geerbt (14.7pt)". After that come 9 steps from smaller to larger than the type, each shown in pt (e.g. 10.3pt to 22pt for Überschrift 1). The form typography still applies. The steps are relative to the type.
• Schriftstärke
• Farbe

Fig. 5The Schrift block of a heading on Tablet: the size differs from Desktop, and the reset button sits next to the Größe label.

Size per device

Desktop is the base value. On Tablet and Handy, the size inherits from desktop (Geerbt) until you choose a different value.

• If the size differs, the Auf Desktop zurücksetzen button appears next to the Größe label.
• In the form area, a device icon marks the heading. The tooltip reads Abweichung für Tablet or Abweichung für Handy.
• If you choose the value that applies on desktop, no deviation is created.

When filling out a form, the size of the device applies, depending on screen width. Print and PDF always use the desktop size.

Note: Existing forms look unchanged. The size only changes once you choose a step in the Design tab.

You set layout and texts separately for each device. For how, see Set form appearance per device.

Add help text

You enter the help text in an element's settings sidebar, in the Hilfetext (Help text) field. Sections don't have this field.

• For input fields, the help text appears as a "?" next to the field label while filling out the form. The text shows when you hover over it.
• On the printout — blank or filled out — the help text appears below the question for input fields. For text elements, it appears below the text.
• If the field label is hidden, the help text isn't printed.
• Groups don't show the help text.

Help text for individual answer options

For Optionsfelder and Mehrfachauswahl, each individual answer option can also carry its own help text. It applies independently of the field's help text.

• While filling out the form, it appears as a "?" next to the option's label.
• On the blank printout, it appears as small text below the option.
• The filled-out printout and the selected chips stay unchanged.

You don't set this option help text yourself in the form editor. For Thieme consent forms, it comes automatically from the sheet's explanations — see Thieme consent forms.

Grade answers

In the Inhalt tab, choose a level under Einstufung (Grading): keine (none), mittel (medium), or kritisch (critical). This marks answers the practitioner should review. Every element has this field except sections.

Offisy collects graded answers in the Eingestufte Antworten (Graded answers) card. For more, see Manage and complete forms.

Common errors

• Unsaved changes: If you leave the editor without clicking Speichern, your changes are lost. Make it a habit to save after each major block.
• License not active: If the Formulare menu item doesn't appear, check your license area to see whether the module is activated.
• Erstellen is grayed out: You have reached the maximum number of forms in your license.