PHCS - Policies and procedures

Jotform - How-to

What and Why

What is Jotform and why does PHCS use it?

How to get started

Download the Jotform moblie app, and set up your account.

Offline Forms

Set up forms for use Offline and save to complete later.

Complete and Submit

How to complete and submit your forms.

After Submission
How to know forms submitted successfully.
Help!
Questions and troubleshooting

Jotform - What and Why

Why JotForm?

Recording visits with JotForm is easy! Using the mobile app will allow you to:
  • Ensure HIPAA compliance of client information
  • See your submitted visits all in one place,
  • Complete reports quickly and easily on any device, even offline
  • Start and stop documenting as needed, then submit later when you have a stable internet connection
  • Get real time updates for changes to your client's tasks and needs
  • Improved accuracy and efficiently in documentation
  • Track trends in client health conditions and vitals long - term leading to better outcomes
Read on to learn more about why we work with JotForm and how to use these to your best advantage. We will eventually transition to all documentation submitted digitally - for all Team Member types. 

What does PHCS use Jotform to do? 

Jotform is now our default platform for all digital documentation including electronic signatures. It provides a secure and legal way to quickly verify signatures and documentation.  You may use or see Jotform for PHCS in any of the following applications: 
  • Home health aide work reports
  • Skilled nursing visit notes
  • Annual forms and documents
  • Client assessments and forms
  • Team Member evaluations 
  • ... more 

We are in transition to integrate more services and functions as systems and needs evolve.  Need help or have questions?  Just ask! 

How to Use JotForm Digital Forms 

Download the JotForm Mobile App & Create Account

To download the app and get have more control over your digital work reports - start here!

  1. Go to application store (Apple or Google) and download the free "Jotform Mobile App"
    • Note - PHCS pays for the service so you don't have to - the app is free, the account is free, the forms are free.
    • All forms have HIPAA compliance and access limitations to ensure security.
  2. Once installed, open the app. You can skip the introduction or tap "Next" until you see the "Get Started" button.
  3. You now have Guest level access to JotForm. It will say you don't have any forms yet.
  4. At the bottom of the page, click on the "Sign Up" option.
  5. Create the account by first entering your email address, then enter your name, and make a password.
    • Note: YouMUST use the same email PHCS has on file for you in order for this to work!
    • Remember, this will be YOUR account, so we cannot re-set or change passwords!
  6. Once you have a password that passes the character requirements, click on "Sign Up".
  7. All set, now you can login and continue to access your assigned forms.

Access Your Assigned Forms

Forms are created individually for each client. Then, they're assigned to you directly through JotForm.
When a new form is assigned to you, you will get an email alert and it will be visible within your app. Here's how to see them:
  1. Open the JotForm Mobile app and login
    1. If this is your first time accessing a HIPAA compliant form, you may be prompted to create a new, more secure password.
  2. Once logged in, click on "All Forms" or, on a mobile device, click the three line hamburger menu at the upper left side of the screen.
  3. A slide out panel will appear
  4. Click on "Assigned Forms" near the bottom of the screen.
  5. You should now be able to see all forms assigned to you.

 https://www.jotform.com/help/658-accessing-your-assigned-forms/ 

How to Use Forms Offline and Save for Later

Set up Forms to Use Offline

Sometimes you won't have a great internet connection at the client's home. You can still do your documentation digitally.
Set up each form for offline use, then complete and save the information as usual. Submit the form when you have reestablished a reliable connection.
  1. Open the mobile app and sign in.
  2. Go to "Assigned Forms" from the All Forms or hamburger three line menu at upper left of screen.
  3. Click on the "settings" wheel in upper right corner
  4. Click on "offline forms"
    • You should see your forms listed here that you have permission to complete offline
    • If you have assigned forms but see nothing here, contact PHCS to update permissions in the form
  5. Click on the toggle to allow Offline use for each form visible.
    • System may spin / think a while
  6. When done, click on "Sync your data" in the same panel to refresh
  7. Close settings panel and go back to "assigned forms"
  8. Now you should be able to use the forms on and offline

Notes:

How to Save a Partially Completed Form for Later

  1. Begin by starting new draft of a form in your Assigned Forms. 
  2. Fill out the form as usual entering at least the following information during your visit: 
    1. Visit Date
    2. Start Time
    3. EVV start (if applicable)
    4. Client Signature
    5. Client Signature date
    6. End time
    7. EVV end (if applicable)
  3. Enter everything listed above and add any other details you want to remember for later. 
  4. To save your information for late and close the form: 
    1. Click the back arrow < at the top left of the screen
    2. A window will appear with choices (may come up from the bottom, or a pop up, or side slider, depending on your platform)
    3. Choose "Save as Draft"
    4. Then choose "Save and Continue Later
  5. Remember to go back and complete your form then submit to PHCS on time ASAP! (PHCS is not able to access or use draft versions of a digital form. It must be completed and submitted to be verified.)
NOTE:  Form must have been set up for offline access - see step above. You must also enter at least the Client Signature and minimum items listed at time of service or it will not work properly.

Submitting Completed Forms

How to Complete and Submit a Form

  1. Click on "Forms" then go to "assigned forms"
  2. Click on the form for your client.
    • The name format is usually their PHCS ID, followed by their initials and service type.
  3. Choose "fill out" to start a new submission
  4. Complete work report form with client data
    • Be sure to get client signature and sign yourself
  5. When all fields are complete, click "submit"
    • Don't forget, an internet connection is REQUIRED in order to submit forms!
  6. You will see a "Thank You" message reminding you to check your email for a confirmation, then the form will reload as empty

Submission Issues

If you submit a form but any of the following happens, contact PHCS immediately to ensure your document was delivered:

  • NO "Thank You" page appears
  • No emailed confirmation message,
  • Form reloads and is NOT blank

Complete and Submit Draft or Saved Form Submission

  1. Open the Jotform Mobile App and sign in
  2. From the Go to Assigned Forms
  3. Choose your form from the list
  4. Click on submissions from menu at upper right or bottom pop-up
  5. Look for submissions labeled "draft"
  6. Select the draft form to be completed and click "Continue Filling"
  7. Complete all missing areas then "Submit"
Notes:
  1. PHCS does not see or have access to "draft" forms. You MUST complete the form entirely and "submit" to have form received.
  2. Working times must match what is allowed on the form or "error" will require explanation or prevent submission.
  3. You MUST be connected to the internet to SUBMIT a form
  4. You can start a document without internet access - from Assigned Forms, however, forms CANNOT be submitted without internet connection.

After Forms are Turned In ...

What Happens Next?

After your form has been submitted, it is delivered to PHCS instantly! 

How do you know it was successfully sent? 

  • The form will disappear for a moment and you will see a "Thank You" message on screen.
  • The form will reload, but fields will be blank. 
    • This means it's ready for you to turn in the next one!
  • You will get a confirmation email at the address entered into the form near your signature. 
  • You will also get a weekly digest email from Jotform every Friday listing all the dates and times for visits turned in that week. 
  • You will see the submitted form with date and time listed in your "Submissions" (See how to access below).

There are several ways you will know if the form has been properly sent or not. If you do not see one or all of the verification methods listed, call PHCS right away to make sure there were no problems with the documentation! 

How to View Your Submissions

Not sure what information you've turned in already? Check your submissions!

  1. Log into the JotForm Mobile App
  2. Click on the "Forms" drop down at the top of the page.
  3. Click on "Submissions"
  4. By default, the Newest submissions are displayed first. Click the filter to sort and display the submissions in the following manners:
    • Starred – to display all starred submissions based on when they’re starred.
    • Oldest – to display oldest submissions first.
    • Newest (default) – to display newest submissions.
    • Read – to display all read submissions based on when they’re opened/read.
    • Unread – to display all unread submissions based on when they’re received.
    • Forms – to display submissions in group based on your forms.
  5. In the All Forms screen, the red-colored number on each form represents the unread submission of the form.
  6. Tap the form, and tap Submissions if you want to view the submissions of that particular form. You’ll see the list of the submissions in an inbox type display.
  7. Similar to when viewing all form submissions, you can filter the submissions on individual forms. Tap Newest, and choose your type of filter.

Note: You can click on and view a particular submission but you will not have access to change information that has already been sent. If you need to correct an error on something already submitted, call the PHCS office ASAP.

Jotform Troubleshooting

We use HIPAA Compliant JotForm to share and manage digital client documentation.


Here are common problems we've learned of so far. Take a look, if your question is not answered here - give us a call!

What if I can't login?
PHCS does not have control over your JotForm account. We suggest you try and follow the "Forgot Password" links through the JotForm system.


We can't reset the account for you but, if you cannot log in - do give us a call. We'll do our best to help walk you through the process.

What if I have to use a different email account?
Contact PHCS as soon as possible if you need to change your primary email account. It is likely you may be locked out of your old account or no longer have access to your assigned forms.


We can make the necessary changes if you let us know and get the forms reassigned to you properly.

Prevent blocked jotform emails
Sometimes, your email provider or internet service may blacklist or bounce messages from any sender with "noreply" in the name, or that they believe may be spam.


To prevent this from happening to you - please do the following to make sure you don't miss out!

  1. Check your Spam folder, look for any Jotform emails. If any are within that folder, be sure to open and mark them as not spam.
  2. Add noreply@inhomewecare.com,noreply@jotform.com and noreply@formresponse.com to your email contact list.
  3. Contact your email provider to add these same emails to their whitelist
  4. Inform your email provider to also whitelist the following IP Addresses:
    1. 152.160.0.0/16
    2. 23.251.253.0/26
    3. 38.153.9.0/24
    4. 38.152.248.0/24

I'm not getting confirmation or evaluaton emails
  • Check to make sure the form reloaded as a blank document after you clicked on "Submit".
    • If the information you entered is still there, then the form was not sent and we do not have it for processing.
  • Finally, contact PHCS. We can check some settings on our end and troubleshoot with you to discover why you may not be getting these messages.
I'm getting too many jotform emails
PHCS has set up to send you notifications only in the following instances:

  • A new form has been assigned or unassigned to you.
  • A submission has been received
  • Once weekly digest summary of submissions
  • Team Member Evaluations Process
  • Annual Documentation Forms
  • New Team Member Orientation Forms

Other notifications may be set up within the Mobile app and can be controlled by you within the settings menu from your personal application on the phone.