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Form Definition

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Form Definition is used to create and manage user-defined forms within myAvatar.

myAvatar uses forms for data input. There are forms for everything you do: call intake, admissions, treatment planning, service documentation, billing, and much, much, more. 

If my myAvatar doesn’t have a standard form to collect specific data needed for county, state, or federal guidelines, database administrators can create custom forms to gather the correct data. Form definition is one of three parts of the modeling process.

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Form definition defines:

Note: Forms defined in myAvatar CWS may contain additional information.

When a user-defined form is filed, the form is added to a myAvatar menu, and made available in:

  • Menu Manager forms - form can be moved to any menu heading, except RADplus Utilities.
  • Form Documentation - form is available in the Form To Be Documented field.
  • User Role Definition - form is available in the Select Forms For User Access screen.
  • User Definition - form is available in the Select Forms For User Access screen.

Forms and the tables they contain must be located in the same envelope.

Prerequisites:

  • When editing a form, the user must be logged into the build environment (system code) the form was created. In most cases this is the BUILD system code.
  1. Go to: RADplus Utilities > Modeling > Form Definition.
  2. Search for the form name in the appropriate myAvatar (PM, CWS, MSO, AM, etc) Form Definition form. If your desired from does not exist yet, the Results will read "No matches found, please refine search."
  3. Click New myAvatar (PM, CWS, MSO, AM, etc) Form to create a new form with your search terms as the title.
  4. Select the envelope from the Form Definition Envelope Selection dialog box. Click OK. The Envelope field displays which envelope will store the form.
    Note: Envelope assignment cannot be changed after the table is filed.
  5. In the Form Name field, enter the form name to display in the menu heading. Your search terms appear here automatically, but can be edited.
  6. In the Menu to Place Form Under field, select the form menu heading. This allows you to organize your forms in a way that is useful to you.
  7. In the Primary Table field, select the primary table. The list contains tables with Primary/Secondary selected in the Type of Table field (Table Definition form). A primary table must be assigned to all forms.
  8. If appropriate, in the Secondary Tables field select the tables. Multiple iteration tables are identified in the Section Definition section.
  9. In the Require Filing Authentication for Applicable Users field, select Yes to require a user to enter a user ID, and password in order to file the form.
  10. In the Default information from previous episode if no rows exist for the current episode field, select Yes to populate information from the previous client episode, when Add New Item is clicked in the form pre-display.
    • Additional default settings are set on the Pre-Display section.
  11. In the Active or Inactive Episodes field, select the type of client episode to display when the form is opened.
    • Active - displays active client episodes.
    • Inactive - displays inactive client episodes.
    • Active/Inactive - displays all client episodes.
  12. In the Number of days after discharge to be considered active field, enter the number of days after the client has been discharged from a treatment program that the client should remain considered Active. This allows you time to complete any additional or remaining tasks pertaining to this client episode before the status becomes Inactive.
  13. In the Type of Episode field, select the type of episode to display in the episode selection screen when the form is opened.
    • ​You can select any combination of the selections Inpatient, Outpatient, and Partial.
    • Programs indicates a different type of episode and can only be selected individually. If selecting Programs, choose which specific programs in the Selected Programs field.
  14. In the Form Supports Automatic Backups field, select Yes to enable automatic backup functionality for the form.
    Note: The Backup Form icon is enabled in the form, for automatic backups.
  15. In the Re-Enter Form field:
    • Select No Re-Entry to close the form when the form is filed. '(/Episode)' applies to episode-based forms.
    • Select Same Entity (/Episode) ReEntry to display a dialog when the form is filed. If the user clicks Yes, the form remains open, with the same entity selected.
    • Select New Entity (/Episode) ReEntry to display a dialog when the form is filed. If the user clicks Yes, the form remains open, the user must choose an entity. This selection is available when the form pre-display is disabled.
  16. In this Is this a Risk Screening? field, select whether or not this form is used to gather risk screening information (e.g. a Risk Assessment type form).
  17. Note: In systems enabled for Guardiant data collection, the total number of forms with this field set to Yes will be indicated as part of the HIT value metrics.
  18. In the Enable To-Do Creation from form field, select whether or not To-Do items may be created from this modeled form.
  19. Note: See To Do Button Settings for more information.
  20. Click Submit.
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