This guide explains how you, as a Helper, complete Clinical Forms for the Members you support - both as part of a visit and on an ad hoc basis - and what happens after you submit.
New to Clinical Forms? For an overview, you can start with our Clinical forms article.
Unsure about a term? See the Clinical forms: Glossary of terms.
Before you start
- Clinical Forms must be enabled for your organisation (your office team manages this).
- You'll only see forms for the Members you're assigned to support.
- You can complete and submit forms, but you can't manage templates or see AI-generated summaries - those are for your company's office team.
Completing a form
There are two ways you'll complete a form:
- As part of a visit: When a form has been attached to your visit as a must-do.
- On an ad hoc basis: Any time, for a Member you support, from their Forms area. This is useful for capturing changes you notice in the field — you're often closest to day-to-day changes in a Member's condition, behaviour, or environment.
As part of a visit (must-do)
- Open the Lookout Care app and go to the scheduled visit - the must-do task is listed in the details.
- Check in to the visit. You'll see the form you need to complete.
- At the end of the visit, start the checkout process. The form appears as part of the checkout task.
- Tap to open the form, complete the required details, and tap Submit.
- Add any comments if needed, and save.
The must-do then shows as completed and submitted. Once checkout is finished, your response is stored against the Member's profile, and a response ticket is created for your office team to review.
On an ad hoc basis
- In the Lookout Care app, go to the People tab.
- Select the Member.
- Tap Forms - you'll see any pending forms for this Member.
- Tap Submit a form and choose a form from the list (archived forms won't appear).
- Complete the fields, then tap Submit.
You'll see "Form response submitted successfully."
Good to know
- Some fields fill in automatically based on your other answers (for example, a total score).
- Some questions only appear based on how you answered earlier ones.
- If a required field is missing or a value is invalid, you'll see a message telling you what to fix.
- You can leave a form partly done and come back to it — your answers are kept even if you lose connection or navigate away (offline support).
What happens next?
- Everything you submit appears on the Member's Forms tab for your office team to view.
- A form completed as a visit must-do creates a ticket for the office team to review and action.
- A form you submit ad hoc appears against the Member, but does not create a ticket or notify anyone.
Troubleshooting
A form I need isn't in the list
It may have been archived - check with your office team.
I'm getting errors when I try to submit
Check that required fields are filled in and that numbers are valid. The message will tell you which fields need attention.
I can't find a Member
You can only submit forms for Members you're assigned to support.
I completed the form, but the must-do still shows as incomplete
Make sure you have finished the full check-out process, not just the form. The form is submitted as part of checkout - if you left before completing checkout, the must-do won't be marked done. Reopen the visit and finish checking out.
I lost signal partway through a form - did I lose my answers?
No. Forms support offline use, so any answers you've entered are kept even if you lose connection or close the app. Reopen the form and carry on where you left off.
I submitted a form, but can't see it on the Member's forms
Your submission is stored against the Member and is visible to your office team. If you submitted it ad hoc (from People > Forms), it won't create a ticket or notification - that's expected. If you were completing a must-do during a visit, check that checkout was completed in full.
The form is asking different questions than I expected
Some forms change as you fill them in - extra questions only appear based on how you answered earlier ones. This is normal, and it keeps the form relevant to that Member's situation.
A score or total isn't something I can edit
Some fields are calculated automatically from your other answers (for example, a total score). You can't type into these directly - they update on their own as you complete the rest of the form.
I need to fix an answer after submitting
Editing a submitted form is done by your office team from the Member's profile. If you've realised something's wrong after submitting, let your office team know so they can update it - the change is recorded in the form's history.
I can't find the Forms option on a visit
A form only appears on a visit if it's been attached as a must-do. If you were expecting one and it isn't there, check with your office team - they manage which forms are attached to which visits.
Still need help?
If you're still experiencing issues, please contact our Support Team and include:
- Screenshots (if possible)
- The Member's name/email
- The exact steps taken
- Any error messages received