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March 28, 2018

Instantly Populate Patient Records from Formstack

Collecting and keeping track of your patient data can be a difficult process unless you have a tool like Formstack.  With Formstack, you can easily build web forms that can be filled out from any device to collect data from patients, nurses, and doctors.

Add WebMerge to the process and you can instantly populate all kinds of documents with data from your Formstack forms.  You’ll never have to copy & paste or re-type data into a template again!
In this example, we’re going to show you how to automatically populate data that’s submitted through a patient exam form into a detailed exam report that we’ll save in our patient’s folder on Google Drive.

To get started, we’re going to setup the template for our exam report using a Word document.  Inside Word, we’re going to add the details of the report and for the spots that we want to insert our patient’s/exam information, we’re going to use merge fields that look like {$FirstName}, {$PainLevels}, etc.

The merge fields can be named anything you’d like, but only using letters, numbers, and underscores (no spaces).

Here’s what our exam report template looks like:

Once we have our template ready, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, choose Office Document as the document type and then pick the file from your computer.

After you’ve uploaded your template, you’ll be taken to the Settings tab where you can modify various options like the type of file that we want to generate and the name of the file.  For this example, we’re going to output a Word document and then we’ll include the date of the exam in our file name.

Next, we’re going to setup the delivery of our document so that it is automatically saved in Google Drive inside a folder specific to our patient.  Under the Deliver tab, click the New Delivery button then select Google Drive from the list.

After you login to Google Drive, you’ll be asked to select the folder that you want to save the file in.  Go ahead and select the main Patients folder.  Then under More Options, we’re going to select Use Merge Field as a subfolder name.  Then select the name field for the patient.

Once you have saved your Google Drive delivery, we are done with the setup process inside WebMerge, and we’re ready to integrate with Formstack.

Inside Formstack, go to the Settings tab for your form and click in the Integration Hub.  Find WebMerge and add the integration to your form.  After you enter your API Key and Secret (you can create this under Account > API Access inside WebMerge), Formstack will load a list of the documents in your WebMerge account.

Go ahead and pick the report document you just setup and then Formstack will load a list of the merge fields in your template.  For each merge field, you need to pick the corresponding fields from your form (in the dropdown on the right).

After you have matched up all of your merge fields, go ahead and turn on the WebMerge integration.  We’re ready for a test!  Open up your form and fill in test data, then submit the form.  Formstack will send the data over to WebMerge and your patient report will be populated and saved in Google Drive.

Here’s what our merged report looked like:

Congrats, you’re all finished!  You can now automatically populate all kinds of documents with data from your Formstack forms.  Can you think of any other ways you can use WebMerge to simplify your paperwork process?

5 min read

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