With in-session form administration, you can fill out a practice form together with a client during a session and submit it on their behalf. This is useful for clinical measures like the PHQ-9, where reading questions aloud and recording answers directly helps avoid misinterpretation.
About in-session form administration
With in-session form administration, you can open a form that's already been shared with a client, complete it together during a session, and submit it on their behalf. The submission is saved to the client's record just like a client-submitted form, with a clear indicator showing who filled it out.
Only providers assigned to the client's contract and organization administrators can fill a form on a client's behalf.
You can fill out a form from the client’s profile, or from the forms page.
Filling a form for a client from their profile
You can start in-session form administration from the client's profile. The form must have already been shared with the client, but not yet completed.
To fill out a form for a client from their profile:
Click Clients in the left menu.
Select the client’s profile.
Select the Forms tab at the top of the screen.
Click the three dot menu on the form you want to fill out on the client’s behalf.
Click Fill for client.
The form will open in a separate tab with a clean, full-screen layout, so you can share your screen with the client as you fill it out.
When you’re done, click Submit in the top right.
Remember to stop sharing your screen once the form is submitted and before you close the tab.
Filling a form from the Practice forms page
If you want to open the form first and then choose the client you’d like to fill it out for, you can also start in-session form administration from the Practice forms page.
To fill out a form on a client’s behalf from the Practice forms page:
Click Practice forms in the left menu.
Click the three dot menu on the form you want to administer.
Click Fill for client.
Select the client you're filling out the form for, then click Continue.
The form will open in a separate tab with a clean, full-screen layout, so you can share your screen with the client as you fill it out.
When you’re done, click Submit in the top right.
Remember to stop sharing your screen once the form is submitted and before you close the tab.
Email notifications
No emails will be sent to you or your client when you open or administer a form. The completed form shows up on the client's record afterwards just like any other completed form.
How administered forms appear afterwards
Every form submitted with in-session form administration is labeled, so it's easy to distinguish from a form the client completed on their own.
In the forms tab, you'll see Submitted by [Provider Name or You] on behalf of client on the completed form.
The submission is saved to the client's record the same way client-submitted forms are, so it appears in the same lists, exports, and PDFs.
Clients can still see the submitted form in their Client Portal, with an indicator showing it was completed by the provider (This form was submitted by [Provider Name]).
Forms you can't administer
Some forms aren't suitable for a provider to submit on a client's behalf.
If a form requires either a signature or payment information, the Fill for client option won't be available. A provider can’t sign on a client’s behalf, and payment details must come directly from the client.
For these forms, the client will need to complete them on their own in the Client Portal.