Mapping Fields in Your Patient Form to the EHR

Mapping Fields in Your Patient Form to the EHR

Overview

PMS Field Mapping is the feature that connects each field in your Adit Patient Form to its corresponding field in your EHR/PMS. When a patient completes a mapped form and your team approves it, Adit automatically writes the patient's responses back into the correct fields of their chart — first name to first name, insurance ID to insurance ID, and so on. Without mapping, a completed form is simply a PDF; with mapping, it becomes structured data that updates the patient record on its own.

This article explains how field mapping works, walks through how to map a field, and lists every PMS field currently available for mapping.

Who Is This Article For?

Practice administrators and front-office staff responsible for building or maintaining Patient Forms in Adit. You will need access to the Patient Forms module and an active EHR/PMS integration.

Why Field Mapping Matters

  • Eliminates manual data entry — Staff no longer need to retype patient responses from a PDF into the chart, saving time on every single intake.
  • Improves data accuracy — Information flows directly from the patient's own answers into the EHR, removing transcription errors.
  • Keeps records current automatically — Every approved form refreshes the patient's chart with their latest demographics, contact details, and insurance information.

How It Works (Behind the Scenes)

  1. You map a form field (for example, a Single Line Text field labeled "First Name") to a PMS field (for example, First Name) inside the form builder.
  2. The patient receives the form, completes it, and submits it.
  3. Your team reviews and approves the submission in Adit.
  4. Upon approval, Adit writes the mapped values back into the corresponding fields in the patient's EHR chart.

Key concept: Data writes back to the patient chart only after the form is approved — not at the moment the patient submits it. This gives your team a chance to review responses before anything touches the chart.

How to Map a Field to the EHR

  1. Navigate to the Patient Forms module in Adit.
  2. In the left navigation menu, click Form Manager.
  3. Open the form you want to configure by clicking the Form Name or the Edit icon.
  4. Click the field you want to map (for example, a Single Line Text field). The field properties panel opens on the right side of the screen.
  5. Locate the PMS Field dropdown within the properties panel.
  6. Click the dropdown and select the EHR field this form field should write to. You can scroll through the full list of available fields (see the reference table below).
  7. Repeat for every field you want synced to the chart.
  8. Click Save or Save & Exit in the top navigation to apply your changes.


Available PMS Mapping Fields (Reference)

The following fields are available for mapping. They are grouped here by category for easy reference — in the form builder they appear together in the PMS Field dropdown.

Category Available Fields
Patient Demographics Patient First Name • Patient Last Name • Date of Birth (DOB) • Preferred Name • Gender • Marital Status • Social Security Number (SSN) • Driver's License Number
Contact Information Address Line 1 • Address Line 2 • City • State • Zip Code • Email Address • Home Phone Number • Work Phone Number • Mobile Phone Number
Insurance Information Primary Insurance Company Name • Secondary Insurance Company Name • Primary Insurance ID • Secondary Insurance ID
Clinical Custom Fields Medications • Allergies • Problems
(These map automatically when you add the corresponding custom field to your form — see the related article on integrating Allergies, Medications, and Medical History.)


Important Notes & Limitations

  • Field availability varies by integration. The exact list of mapping fields you see depends on which EHR/PMS your practice is integrated with. If a field listed above does not appear in your dropdown, it may not be supported by your specific integration.
  • Clinical fields sync from dropdown selections only. Medications, Allergies, and Problems write back to the chart only when the patient selects them from the predefined dropdown lists pulled from your EHR. Free-typed entries are not imported.
  • Approval is the trigger. No data writes to the chart until the form is approved by your team.
  • Map carefully. Double-check that each form field is mapped to the correct PMS field — a mismapped field will write data to the wrong place in the chart.

Frequently Asked Questions

Q: Does the patient see the PMS mapping?
No. Mapping is entirely behind the scenes. Patients only see the field label and the question you've written.

Q: What happens if I leave a field unmapped?
The patient's answer is still captured on the form and visible in the completed PDF, but it will not update any field in the EHR chart.

Q: When exactly does the data reach the chart?
After your team approves the completed form. Submission alone does not trigger the write-back.

  • Integrating Allergies, Medications, and Medical History into Your Forms
  • Toggling Auto-Import ON or OFF
  • Selecting the EHR Folder for Completed Form Uploads


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