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Upload your own patient form templates

Import an image or PDF file directly into Cliniko.

Joe avatar
Written by Joe
Updated over a month ago

Whether you’re at the office or out in the field, importing templates is a breeze. You can reduce the time spent on manual template creation and quickly upload an image or PDF of a form template, freeing you up to focus more on patient care. P.S. Handwritten images or files are also supported! 🙌

In this guide, we'll detail:


How does it work?

Using image analysis, Cliniko can interpret images or PDFs you upload and convert them to templates that you can use for your patient forms (as well as treatment notes).

Keep in mind, there are different fields and types of questions you can include in a patient form template:

  • Section title

  • Section description (optional)

  • Question title

  • Question type

  • Default answer (optional)

  • Paragraph text

  • Single line text

  • Multiple choice

  • Checkboxes

  • Signature (only available on patient form templates)

  • Date

Any non-supported fields or question types in your form will be converted to the closest available and formatting may be removed. However, you may edit your template as needed after it's imported.

You can upload the following files—JSON, JPG, PNG, WEBP, or PDF—up to a maximum size of 5MB per file. This means you can upload an existing form template you have, or simply take a picture of it from your mobile or tablet to import on the go.


How to import a form template

It's best to know where your file attachment is before you get started—store it somewhere easy to find, like your desktop!

First, you'll want to have your template ready and saved on your device. Here's an example of a patient intake form template as a JPG:

Example patient intake form

In Cliniko, head to Settings, and then Patient form templates:

Select Import on the top right:

The patient form template is being imported. Processing, this may take a few minutes

You'll then be able to give your template a name, and upload the file:

Import from file or image

Once you've chosen the file, it will automatically be uploaded. You can then hit Import template and Cliniko will process it:

processing, this may take a few minutes

After a few moments, the file will be uploaded:

Successfully imported

Once the file has been successfully uploaded to Cliniko, it's ready to be used as your form template. You can check it and make any changes if needed:

Edit uploaded form


How to upload images and files from a mobile device

When using Cliniko on a mobile device or tablet, you have the option to upload your form templates as images directly from your camera or any files stored on your device 🎉!

Head to Settings, and then Patient form templates:

From here, select Import on the top right:

Import patient form template

If you use an Apple or iOS device, you'll have the option to select an image from your Photo Library, Take Photo, or Choose Files stored on your device:

photo library, take photo, choose files

Otherwise, if you're using a different device your options will look a little different. For example, Android users may see the option to use their Camera to take a photo and select from their Files/Media folder for any documents or files:

Add images directly from camera

When attaching files, if you already have an image stored on your phone that you'd like to upload, select Photo Library (on iOS) or Files/Media (on Android). From here, select your preferred image and it'll upload it to your templates.

Otherwise, to take a photo, select Take Photo (on iOS) or Camera (on Android). You'll now see your camera open. Use your device to capture a photo or video of your subject.

If you take a photo, it will NOT be added to your device's camera roll. It will only be used by Cliniko to convert into a template. If you want a copy on your device, make sure to take a photo of it separately.

If you do not like the photo, select "Retake" (on iOS) or "Retry" (on Android). However, once you're happy with the photo, select "Use Photo" (on iOS) or "OK" (on Android).

retake, use photo

You'll now immediately see your image start to process in the template folder. Once finished, you'll be able to check the template and edit it if needed.


Unsupported file types

We currently support the import of JSON, JPG, PNG, WEBP, or PDF files. If you have an image or a file that isn't supported, you can still import this into Cliniko with a bit of a workaround.

You'll first need to convert the file you have to one of the supported file formats. For instance, if you have a Word document, you can convert this to PDF.

In your Word document, click on File and then Save As...:

Select PDF as the File Format:

Then hit Export. You'll notice that a PDF version of the Word document has been generated in your chosen folder. You can upload this PDF document as the patient form template. 🎉


If you have questions or run into any issues while importing your form templates, feel free to reach out to our support team. We’re here to help! 🤗

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