Linking forms with multiple clients

[Shawn Berthel]

Hello Mr. Duddrige,

I am a Licensed Mental Health Counselor in Washington state. I just started using your program over the last day. Let me share with you what’s going on and see if you can help.

I have a database created for counseling client records and appendant forms. Within that database, is a form called Client Profile. This will hold the numerous clients with their basic record field details which is the same for every client – absent the specific content that applies to the particular content of course (sort of like a face sheet). Within the same database, I have a second form, called Clinical Session. This form will be used many many times over, to track client progress from session to session. Now I know that I can go the long way in my record keeping with this form and duplicate it into categories using the clients names to label those categories, where the names would be like Bob Jones, Sally Smith, and so on, instead of Business, Medical, etc. Doing that however, gives no apparent distinction in the list from one occasion to the next for each client. That seems like more work.

I have watched your video on linking forms (nice voice presentation by the way), but I have a challenge with it. If I am using the session form to link it with a particular client’s profile (which I feel I know how to do after about 30 tries now…slow learner), what I don’t really want is a client’s profile to have 30, 40 lines of a link to the session form on their main profile – thus creating this looooong form that shows his extensive session history (unless thats my only option). Is there an easier way to view the client’s profile document in which the client’s session record [the linked form] could be reflected (like a spreadsheet view perhaps) instead of one long page? Its important to note that several other forms would also be linked to the client profile form, so you might understand why I’m trying to keep things organized.

Also, is there a way to auto-populate information in fields that get repeated between forms that are linked if the fields in any form are the same? Like clicking on Bob Jones’ profile that has a link to the session form, and then clicking the plus sign at the bottom which takes me to the session form, and where the same details (name, date of birth, client ID) that are in both would be entered automatically?

I know this is a lengthy post, and I do apologize. I appreciate any help you can offer in helping me sort this out. Its a great product and I love the features…it just has a bit of a learning curve for me.

Thank you for your time.

Shawn Berthel, M.S., LMHC
Washington state

P.S.: I love the AES encryption. Absolutely essential for me.

[Brendan]

Hi Shawn,

I’m glad you’re enjoying Tap Forms!

The Link to Form field does display the linked records in a tabular format. But if you double-click on a linked record then you can see all of those records in the multi-column list view if you like. There will be a back button you can click on to take you back to the parent record.

I’ll pass the message on to the guy I hired to make the screencast videos. If you want to hear my voice, you can watch the main promo video for Tap Forms 5 on my home page as I narrated that one :)

There is a “Default Value” function you can use on most field types which would let you pre-populate a record when you add a new one. Perhaps that would work for you? Alternatively you can duplicate a record and then just remove or change the needed parts of that record. On the multi-column list view you can also highlight a section of cells and then press command-c to copy the values and then in a new record on the multi-column list view you can paste the contents of the clipboard.

My apologies if I wasn’t all that helpful.

Thanks!

Brendan

[Shawn Berthel]

Hello Brendan,

Thanks for the clarification on the voice over. I saw the main video as well and I guess you and the other guy sounded the same. 45 year old ears losing power…note to self.

Your ideas are really good. I will give them a try. While waiting for a response, I fumbled around a little clicking tabs and menus, and managed to do what you were saying by happenstance about duplicating the form and then modifying the content. I found that clicking in a cell on the form link in the parent file (the client profile document) after hitting the “+” symbol and filling out the selected linked form, brings me to the view of that form. Also found the back button.

Not sure what you mean by “Default Value”. Maybe the term is tripping me up and its something I’m already using and just don’t realize it.

Thank you for responding to me. I will explore the forum a bit, and see if my other questions can be answered – unless its something unique.

Warm regards from the Pacific NW.

Shawn

P.S.: It is my custom to address someone a bit more formally until I have a sense its okay to do otherwise. So hopefully my addressing you more formally the first time was not found off-putting.

[Brendan]

Hi Shawn,

No worries with the Mr. stuff :)

The Default Value setting is available on most fields. If you click on the Form button then the Fields tab, then select a field, if you look down below at the field properties for the selected field, you’ll see a “Default Value” option. That value will be entered into the field when you create a new record.

Are you from Oregon? I drove around there (stayed at the Skamania Lodge near Portland) last year while I was at a car rally for other Pontiac Solstice and Saturn Sky owners. Very beautiful area.

P.S. My oldest son is also Shawn :)

[Shawn Berthel]

Hello Brendan,

I wasn’t ignoring you. I don’t receive notifications on responses to threads here apparently, so it took my having to look when I recalled you might have responded to my last post. Plus we just had our American Thanksgiving holiday here, so being caught up in that I wasn’t in work mode for a few days.

In answer to your question, I did live in Oregon for about nine years (on the west end near Portland) until 2006. My partner and I then moved to Washington state (in the Tacoma Area), and we have been here since that move. The Tacoma area is not an exciting place by any stretch, but its not all bad I suppose. We are trying to get up to Bellingham now, but the rental market is tight. Would love one day to move in BC honestly, but thats an even greater challenge.

Thanks for the interest.

S.

[Marshall DeCouto]

Hi Shawn,

Have you solved your questions? I am an acupuncturist and I am trying to get my head around the hierarchy of how to set up forms for my clinic. I would like a profile form, an initial SOAP note and also a Progress (follow up) SOAP note. I am trying to avoid having a client’s name repeated over and over (for each visit) on the left hand alphabetical column of the repeating Progress SOAP note form.
I am pretty much lost at this moment and time. V+Can you shed any light?
Thanks,
Marshall
P.S. i use to practice in Kirkland WA!

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