Dental patient forms online: one link to fill in and sign

How do dental patient forms work online in Synora?

Reception opens the patient file and chooses Send portal link. You pick the forms, how long the link stays valid, an optional PIN and the page language. You choose Arabic or English for the page. The dialog starts with the patient's saved language, or the language reception is using.

Then you copy the link, or send it by email or WhatsApp. The patient opens it in the phone browser. They see their name, the clinic name and the expiry date, then one card per form marked To fill in or Sent.

They fill in the answers, draw their signature, type their full name and press Send to the clinic. If a parent or guardian signs, there is an optional relationship field for that. The thank-you screen tells them how many forms are left.

The link is shown once after you create it, so copy it then.

Which forms can I send, and in which language?

Any active form template in the list on the send dialog: intake, consent, medical history, survey or custom. They can be in Arabic and English. You build them with Manage templates on the patient's Forms card.

One link can carry up to 10 forms. Pick only what this patient needs today, for example a medical history and a consent for the planned treatment.

The patient answers under the same rules as staff. Required fields must be filled, answers must match the allowed options, and unknown fields are refused. If a template needs a signature, the patient must draw it and type their name.

Is a link to a patient's form safe?

The link is a long random token that nobody can guess. Synora stores only a hash of it. You can revoke a link at any time. Every access to a link is logged, including wrong PINs and tries after it expired or was revoked.

You can add a PIN of 4 to 6 digits. The dialog suggests the last 4 digits of the patient's phone number. The PIN is never inside the message, so tell the patient separately. After 5 wrong tries in 15 minutes the link locks, and the patient has to try later or ask the clinic for a new link.

A link lasts 7 days unless you change it, and the dialog offers 1, 3, 7, 14 or 30 days. After that it stops working. Links that are expired, revoked or unknown do not open.

The honest limit: anyone who holds the link, and the PIN if you set one, can open that patient's forms. A WhatsApp message can be forwarded. The PIN is optional, so use it for sensitive forms, keep the expiry short and revoke the link if it went to the wrong person. The message with the link also stays in the clinic's message history.

What do I get back, and what is in the signed PDF?

The submission lands in the patient's forms with a From portal badge. Open it to read the answers, or press Download PDF.

The PDF has the clinic letterhead, the patient name and file number, the form name and version, the consent text, every answer with the form's own labels, the drawn signature and the signer's name. It is in the language of the link, the page language you chose, Arabic or English. The same PDF works for forms your staff filled in at the desk.

Each submission records the template version number it was answered against, and the PDF shows that number.

The signature is a drawn image kept with the file. It is signed on screen. It is not a certified digital signature, and we do not promise it is legally valid in any country. Check the rules for consent forms in your country with a lawyer.

What does it not do?

This is forms and signature from a link. There is no patient login. The patient cannot see invoices, appointments or a treatment plan here, and cannot pay, book or upload files.

Each form can be sent once. After sending, the patient sees their answers read-only and has to ask the clinic to change them. The clinic voids the submission to make the form fillable again.

The patient needs internet on their phone, and the page is not indexed by search engines. WhatsApp sending is a plain message. It goes from the clinic's own WhatsApp channel, which must be set up, and the patient file needs a phone number. Email needs the clinic's email channel to be set up and an email address on the patient file. Copying the link needs neither. The link is not sent automatically with an online booking confirmation.

Which plans include it?

Basic and Pro include the patient portal. Free does not. Free clinics still get ordinary share links for a plan or an invoice. Copying the link works on both plans. Email needs the clinic's email channel set up and an email address on the patient file. WhatsApp sending needs WhatsApp in your plan, the clinic's own WhatsApp channel set up and a phone number on the patient file. Synora's own number is not used for portal links. If your plan ends, existing portal links stop working and the patient sees "This link is no longer available", the same message as for an expired or revoked link.