Introduction
Form links in TrackStat allow you to easily share any online forms, questionnaires, or document links with patients through text (SMS) and email messages. You can send links for new patient intake forms, re-examination questionnaires, personal injury forms, pediatric forms, or any other type of form (including direct website URLs).
We recommend using dynamic, HIPAA-compliant online intake forms (such as those from IntakeQ) for better patient experience, data security, and clinic efficiency. TrackStat offers native integrations with IntakeQ and FormDr that can automatically notify the clinic when the form has been completed and populate patient demographic data into ChiroTouch Classic or ClinicMind, reducing manual entry and errors.
Each form link you add automatically generates a unique merge field that can be inserted into appointment reminders, custom messages, drip campaigns, blast campaigns or canned replies.
Important: You must have Administrator privileges in TrackStat to add or edit form links.
Step-by-Step Guide to Adding a Form Link
1. Open Account Settings
Log in to TrackStat.
In the upper-right corner of the screen, click the triangle icon.
From the dropdown menu, select Account Settings.
2. Locate the Form Link Section
Scroll down within Account Settings until you find the Form Link field.
Here you will see any existing form links already added to your account.
3. Add a New Form Link
If no form link exists yet: Simply paste or enter the form URL in the available field.
To add multiple form links:
Click the gear icon next to the Form Link section.
In the modal that opens, click the “+ Add form link” button at the top.
Enter a clear Form Name (e.g., “New Patient” or “Questionnaire”).
Paste the full Form URL.
(Optional) Toggle the green switch to set this as the Default Form Link.
Click Save in the modal.
Note: Only one form link can be set as the integrated default form link (indicated by the green toggle). All form links - whether default or not - can still be used via merge fields in text and email messages and canned replies.
4. Save Your Changes
Once you’ve added or updated your form links, click Save at the top right of the Account Settings page.
Important: Your changes will not be applied unless you save at the Account Settings level.
Step 2: Using Form Links with Merge Fields in Messages
Go to the location where you create or edit messages:
Communication (megaphone icon) > Appointment Reminders, or
Communication (megaphone icon) > Message Manager (click green + to create a new message).
Click inside the message body, put curser where you want to insert merge field, then click the Office Form Links button to insert the merge field.
Select the desired form name from the list (the name matches what you entered in Account Settings).
Close the merge field modal with the X. The unique merge field will be visible in the message and will populate with the actual form link when the message is sent to a patient. Merge field example: {{OfficeFormLink}}
Save your message.
The same process works for both Text (SMS) and Email messages.
Best Practices
Use one well-designed dynamic form for most new patients when possible. Dynamic forms can branch to show relevant sections (auto accident, pediatric, female-specific, etc.).
Create separate reminder campaigns with visit purpose filters and separate messages when different forms are needed for different appointment types.
Place links (merge fields) at the end of text (SMS) messages.
Do not add a period (.) after a merge field - it can prevent the link from working or being clickable on a patient's phone or computer.
Always test the message by sending it to yourself or a team member.
For IntakeQ and FormDr users: Enable the TrackStat integration to automatically transfer patient demographic data from the completed form into your EHR. CT Intake forms have a direct integration with ChiroTouch already, but the CT Intake link can still be sent from TrackStat to your patients.
Troubleshooting
Issue | Possible Cause | Solution |
Merge field missing | Form not saved or Account Settings not saved | Return to Account Settings, make changes, and click Save. Refresh the message editor. |
Form link leads to error/404 | Incorrect or expired URL | Double-check and update the URL in TrackStat. |
Changes not appearing | Account Settings not saved | Always click Save at the top right of Account Settings. |
Default form not used | No form marked as default | Edit the form and enable the green default toggle. |
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