How to Create Auto-Fill PDF Forms

This guide walks you through how to upload a PDF form and turn it into a smart, auto-filling document. By mapping fields in your PDF to existing data in the system, you can automatically populate information like patient names, appointment details, or insurance data without manual entry.

This is especially useful for documents like requisitions, or insurance claims that require consistent, repeatable information.

What You Need

• A PDF form to upload
• A clear idea of what information you want to auto-fill (e.g., patient name, date of birth, practitioner info)

Permissions

• Access to Forms & Letters 

Creating Auto-Fill PDF Forms 

Uploading Your PDF Form 

1. Go to Settings 
2. Under Forms & Letters, select Forms 

3. Select +New PDF-Based Form

    

4. Select Choose a PDF file or drag it here
5. Click Map/Publish PDF-Based Form

Adding Form Elements 

Before you can auto-fill anything, your PDF needs usable fields.

• Some PDFs already include fillable fields (these may carry over)
• If not, you’ll need to add them manually using the Form Tools

Available Elements:

• Checkbox - for yes/no selections
• Short Text - single-line responses
• Paragraph Text - longer responses
• Draw & Sign - signatures or markings

• Read-only Text - labels or instructions

   

To add elements:

1. Select a field type from the Form Tools

   

2. Click on the PDF to place it

   

3. Resize and position as needed
4. Repeat for all required fields

Tips:

• The selected tool stays active until you press Esc
• Each piece of data needs its own field (yes, even if it feels excessive)
• Delete unwanted elements using the Delete key

Mapping Your Fields

This is where the magic happens.

1. Click on a field in your PDF
2. Choose the section that contains the data you want
3. Select the specific field to auto-fill

Sections include:

• Common Patient Fields
• Extended Patient Fields 
• Patient Appointment Stats 
• Practitioner Fields 
• Clinic Fields 
• Insurance Profile Fields
• Patient Invoice Fields
• General Practitioner Fields
• Referring Practitioner Fields

• Other Fields 

   

Example:
To auto-fill a patient’s last name:

• Select the text box
• Choose Common Patient Fields
• Select Patient Last Name

Repeat this process for each field in your form.

Saving and Publishing

1. Click Save & Publish  

2. Enter the required form details
   • Name
   • Category
   • Description
   • Enable on Patient Profile
3. Click Save & Publish

Previewing Your Form

1. Go to Settings 
2. Under Forms & Letters, select Forms 
3. Locate your form
4. Click the link to preview
5. Review layout and field placement

To make changes, click the pencil icon. 

Making The Form Available 

1. Go to Settings
2. Under Forms & Letters, select Forms
3. Check the box to enable it

4. Click Save 

Result 

Once published (and available), your PDF form can be generated directly from a client or patient profile. When selected, it will automatically populate with the mapped data and can be saved to their documents.

Avoid Common Issues

Nothing is auto-filling

• Make sure each field is properly mapped

Fields overlapping or misaligned

• Resize and reposition before publishing

Wrong data appearing

• Double-check you selected the correct field during mapping

Trying to reuse one field for multiple data points

• You can’t - you'll need to add more fields

Pro Tips

• Build your layout first, then map fields after
• Keep spacing clean to avoid awkward overlaps when data fills in
• Test with real data before rolling it out to avoid surprises