Clinic forms and documents

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Besides the consent documents themselves, a visit generates administrative paperwork: the receipt for the papers you took at check-in, the receipt when you give them back, the self-declaration attached to the agreement, and the minutes when a patient refuses to sign. Med keeps this set as real forms — the same documents your clinic used before, filled in from what it already knows about the patient, the visit and you.

This page covers how those forms work. The consent documents follow the same mechanics and are described in Running a consent session.

Which forms your clinic gets

Two things decide the set:

Your facility type — Clinic / medical practice or Hospital, set once under Clinic admin → Medical facility. Handover, return and refusal paperwork exist in both a clinic and a hospital version, and Med picks the right one for you.
The stage of the visit — Med only offers a form where it belongs.

Stage	Form	How it is completed	How often
Admission	Document handover report — the receipt for the patient’s ID papers, health card or medical file taken into the clinic’s keeping	By hand, pre-filled from the patient record and your clinic identity	Once per admission episode, not at every visit
Consent	Informed patient agreement	Filled from the visit, then reviewed by you	Every consent consultation
Consent	Pathology consent annex	Filled from the visit and your clinic’s approved wording	When the procedure calls for it
Consent	Self-declaration, annex to the agreement	By hand	Every consent consultation
Refusal	Treatment refusal declaration — the patient’s own signed refusal	Filled from the visit, then reviewed by you	Only when the patient refuses treatment
Refusal	Refusal report (minutes) — records that the patient refused to sign, signed by the staff member and two witnesses	By hand	Only when needed
Discharge	Document return report — the receipt that the patient’s papers were given back	By hand	Once, at discharge

The patient’s page states these rules where you act on them: “Admission — document handover: done once per admission — not repeated at every visit.”, “Consent consultation: required at every consultation.”, “Treatment refusal: appears only when the patient refuses.”, “Discharge: done once, at discharge.” The discharge stage appears only once a signed admission handover exists, and the refusal stage only once a refusal has been detected or refusal paperwork already exists.

Where you start a form

The patient’s page is the entry point. Its Patient documents card has a To complete list with the action for each outstanding form:

Hand over documents — the admission handover.
Discharge — the return receipt.
Create refusal document — refusal paperwork when no visit is open.
Create document — other forms completed by hand.

Med also prompts you where the omission matters: the appointment page and the consent wizard both show an amber banner while the admission handover is unsigned for the visit, with the Hand over documents button in it. A form that already exists but is unsigned shows Continue instead of a create action, so you resume it rather than starting a second copy.

Completing a form by hand

The create screen explains itself: “Fields are prefilled from the patient profile and your clinic identity.”, with links to Edit my identity and Edit patient if something is wrong at the source. Required fields are marked; Med will not create the document until they are filled, and says which ones are missing.

Press Generate document. Med renders the document, tells you “… created.”, and takes you to the document page — at status Unsigned, ready to sign or to print.

Completing a form that Med filled in

Forms filled from the visit — the agreement, the pathology annex, the refusal declaration — arrive as a Draft with no printable file, behind the field review gate. Med lists anything the conversation did not supply, each value shows where it came from, and Suggest from the clinic library offers passages from your approved content for a field. When the fields are right, press The fields are correct — create the document and Med renders it.

This is the same gate described in Running a consent session; nothing prints before a clinician has confirmed the content.

Signing: on screen or on paper

Each document offers How will this document be signed?

On screen — “The patient signs on this display; the document is sealed electronically with legal value.” Med shows one signature box per signature the document prints. Depending on the form that can include:

the declarant — the patient, or the legal representative for a minor;
reception or medical staff;
the clinicians and witnesses the form names.

Tick the confirmation that everyone named is signing in person, press Sign, and Med produces the sealed PDF in the background.

On paper — “Print the document, have it signed by hand, then photograph the signed pages — they are attached to this record.” The sequence is: print, collect the signature, then capture. See step 8 of the consent session for the capture rules; they are identical for all forms.

Mark as printed is optional. It records that the sheet was printed and nothing else — you can capture a signed sheet without it. Its only visible effect is that the visit’s row changes from Print & sign to Capture.

While paper signing is armed and nothing captured, Patient can sign on screen after all takes you back.

Signed once per visit

A signed form is final for its visit. Ask for it again and Med tells you “… was already signed for this visit.” and opens the existing document instead of making a second one; the create action disappears from the patient’s To complete list.

What counts as the same visit:

the same appointment always does;
a form signed with no appointment attached counts within the visit window, so a visit that runs past midnight or is reopened the next day is still one visit;
a different appointment is a different visit, and the form is offered again.

Admission and discharge work per admission episode rather than per visit: handover is blocked while the episode is open, discharge once the episode is closed. Changing your facility type does not unlock either.

Downloading, and what format you get

Every form is produced as a document and normally converted to PDF, which is what the Download PDF button gives you. The Word version is available from the document’s more-actions menu, and becomes the main option when a PDF could not be produced. In that case Med says so plainly — “The PDF preview is temporarily unavailable. Download the filled Word document — it contains the full text.” — rather than leaving you with nothing.

What the PDF contains, in order of precedence: the captured scan if the document was signed on paper, otherwise the sealed signed PDF, otherwise the rendered preview.

Translations

Where a form supports them, Med produces informative translation annexes in Hungarian, English or German:

while a document is still being prepared, the preview has a Preview language switcher;
once a document is signed, the Translation annexes panel offers Generate translation per language, and a PDF to download when it is ready.

Which languages are on offer follows the visit: a consent session that declared no translation languages gets none. Paperwork that has no visit behind it — an admission or discharge receipt — offers all three.

An annex is never a signed document. The panel says it: “Informative translation only — the signed Romanian document is the legally binding version.”

Deleting a document

Only a Draft or Unsigned document can be deleted, from the document’s more-actions menu. Med warns you exactly what goes: “This permanently removes the document and its downloaded files, together with every correction you made while reviewing the fields. A new document is generated from the conversation again — what you typed by hand does not come back.”

A signed document cannot be deleted. If a visit is missing a document it needs, Med holds the visit at Generate it again rather than letting you walk on to signing an incomplete set.

Limits worth knowing

Capture uploads: JPEG, PNG or WebP images, or a single PDF; up to 15 MB per file.
You must upload exactly as many pages as the printed document has. Med tells you the count it expects.
A capture is bound to one version of a document. Reprint if the document changed.
Signing runs once at a time: “Signing is already in progress.”
A clinic administrator viewing another doctor’s patient sees the paperwork read-only.

Where the visit’s file ends up

Once a consultation is finished, the patient’s Patient documents card shows that visit as a file you can open and download document by document, with any translation annexes as sub-rows. Before then it reads “Available once the consultation is finished.” — the work still belongs to the open visit, which is where you change it.