Toggling Auto-Import ON or OFF for Patient Forms
Overview
Auto-Import is the feature that automatically transfers completed Patient Forms into your connected EHR/PMS. When Auto-Import is enabled for a form, two things happen automatically after the form is completed and approved:
- The completed form PDF is uploaded into the patient's record in the EHR (in the folder you've configured — see the related article on EHR Folder selection).
- All mapped fields are updated in the patient's chart with the responses from the form.
With Auto-Import turned OFF, completed forms remain in Adit and must be reviewed and imported manually by your team. This article explains when Auto-Import applies, when it does not, and the two ways to enable or disable it.
Who Is This Article For?
Practice administrators and team members who manage form workflows in the Patient Forms module and decide how completed forms should flow into the EHR.
Benefits of Auto-Import
- Eliminates manual importing — Completed forms flow into the EHR without a staff member having to push each one across.
- Reduces administrative workload — Front-office teams spend less time on repetitive import tasks, especially on high-volume forms like new patient intake.
- Speeds up record updates — Patient charts reflect the latest information shortly after approval instead of waiting in a manual queue.
When Auto-Import Works (Eligibility Requirements)
Auto-Import can only run when Adit knows exactly which patient the form belongs to. For that reason, it is available only when the form is sent through one of the following patient-specific channels:
| Sending Method | Auto-Import Eligible? | Why |
|---|---|---|
| Quick Text | ✅ Yes | A specific patient is selected when the form is sent. |
| Form Requests | ✅ Yes | The request is tied to a specific patient record. |
| Auto-Assign Rules | ✅ Yes | Rules assign forms to identified patients automatically. |
| Public URL | ❌ No | Anyone can complete a public link, so Adit cannot confirm which patient record the submission belongs to. |
Important: Forms completed through a public URL cannot be auto-imported. These submissions must be manually matched to the correct patient and then imported by your team. If your practice relies heavily on public form links, plan a manual review workflow for those submissions.
Option 1: Toggle Auto-Import from Form Manager
Use this method to quickly change the setting for one or more forms without opening each one.
- Navigate to the Patient Forms module in Adit.
- In the left navigation menu, click Form Manager.
- Locate the form in the Form Manager list.
- Find the Auto-Import column for that form and switch the toggle ON (enabled) or OFF (disabled). The change takes effect immediately.
Option 2: Toggle Auto-Import Within the Form
Use this method when you are already editing a form and want to adjust the setting at the same time.
- Open the form for editing from Form Manager.
- Locate the Auto-Import setting in the form's configuration options.
- Enable or disable the feature.
- Click Save to apply your changes.
How to Decide: ON or OFF?
- Turn Auto-Import ON for routine, high-volume forms sent to known patients (new patient intake, medical history updates, consent forms sent via Form Requests) where you want charts updated with minimal staff effort.
- Keep Auto-Import OFF for forms where your team prefers to review every submission before anything reaches the EHR, or for forms primarily distributed via public URL (where Auto-Import would not apply anyway).
Note: The Auto-Import feature is not available within forms where Multi-Sign is enabled.
Frequently Asked Questions
Note: The Auto-Import feature is not available within forms where Multi-Sign is enabled.
Q: A patient completed a form from our website link, but nothing imported. Why?
Forms completed through a public URL are not eligible for Auto-Import because no specific patient was selected when the form was sent. Locate the submission in Adit, manually match it to the correct patient, and import it.
Q: Does Auto-Import also update the mapped fields, or only upload the PDF?
Both. When Auto-Import runs, Adit uploads the completed PDF to the patient's PMS record and updates every mapped field with the patient's responses.
Q: Is Auto-Import a global setting or per form?
Per form. You can enable it for some forms and leave it off for others, depending on your workflow.
Related Articles
- Mapping Fields in Your Patient Form to the EHR (PMS Field Mapping)
- Selecting the EHR Folder for Completed Form Uploads
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