Forms Write-back — Patient Registration to PMS

Lesson 17.3⏱ ~8 minWeek 4

💡 Why This Matters

Forms write-back is the most visible Type 4 feature for new patients. It eliminates manual data entry at the front desk by automatically creating patient records in the PMS from digital intake forms. Understanding the full flow is essential before touching any forms integration code.

🎯 What You'll Learn

The forms write-back use case: new patient fills a digital form → Weave creates the patient in the PMS (e.g., Athena)
The two write-back outcomes: create new patient (first visit) vs update existing patient (returning visit)
How Weave determines whether to create or update: checks if patient already exists in PMS
What data flows from the form to the PMS: demographics, medical history, contact details, insurance info
A live demo using Athena (a cloud PMS) as the write-back target
How the integration team ensures newly created patients sync back into Weave

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📋 Lesson Summary

Forms write-back allows practices to register new patients digitally. When a new patient fills a form: (1) Weave captures demographics, medical history, contacts, and insurance. (2) Weave calls the PMS (e.g., Athena) to create a new patient record. (3) The newly created patient syncs back into Weave via the standard sync pipeline. For returning patients, the flow updates the existing record instead of creating a new one. The integration team is responsible for the PMS API calls that create/update the patient — the Forms team handles the Weave-side form capture. A live demo using Athena shows a new patient appearing in the PMS after form submission.

🏷 Key Concepts

Forms Write-backNew Patient RegistrationPatient Create vs UpdateAthena PMS IntegrationDemographic Write-backInsurance Write-backForm Submission FlowReturning Patient Update

⭐ Key Takeaways

01Forms write-back has two paths: create (new patient) and update (returning patient) — implement both

02The integration team owns the PMS API calls — the Forms team owns the Weave-side data capture

03After creating a patient in the PMS, the standard sync pipeline will pick up the new record in the next cycle

04Insurance data is written back as part of the forms flow — not just demographics

05Test both new patient and returning patient scenarios when implementing forms write-back

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