Clinical forms are Lookout's way to complete and track structured clinical assessments for Members. This overview explains what Clinical forms support, what's changed from the old Focal assessments workflow, where forms appear across Lookout, and what Admins, Helpers, and Suppliers can each do. For step-by-step instructions, follow the links to the dedicated guides.
Come across a term you're not sure about? See the Clinical Forms: Glossary of terms for plain-language definitions.
Clinical forms
Clinical forms are structured assessment tools used to collect and track important clinical information about a Member. They include standardised clinical, intake, and safety assessments commonly used across aged care and community care, and support scoring, response history, graphs, audit history, completions by Admins, Helpers and Suppliers, and Lookout Assist–powered summaries when enabled.
Responses are stored against the Member's profile, making it easier for care managers to monitor changes, review risks, and support care planning over time.
Before you start
To use Clinical forms in Lookout, make sure:
- The Clinical Forms feature has been enabled for your organisation through Release Hub.
- Your organisation has reviewed which forms should remain active and which should be archived. All pre-built forms are active by default once enabled.
- Your team has reviewed permissions for viewing, submitting and managing form templates.
- Lookout Assist is enabled if your organisation wants AI-generated summaries, interpretations and care plan events.
- Connected Care is enabled if suppliers need to complete forms through the Supplier Portal or purchase order checkout.
Permissions at a glance:
- Form responses - Read: View submitted forms (granted to all staff by default).
- Form responses - Read and write: Submit form responses (granted to administrators and care management roles by default).
- Configure form templates: Manage templates, including archiving and unarchiving (granted to administrators and care management roles by default).
- Care plan permissions: Required to review and publish care plan updates from form events.
Important: Once Clinical forms are enabled, the previous Assessments workflow is no longer available and cannot be reverted to. New assessments should be completed from the Member’s Forms tab.
Moving from Focal Assessments? Previous assessment records aren't automatically brought across into Clinical forms. Before you switch, read our dedicated article: Migrating focal assessments to forms.
What’s changing from Focal Assessments?
Previously, Focal Assessments such as FRAT were completed from the Lookout tab (via New Assessment) or through an Assessment ticket, with steps like Fall Risk Status, Risk Factor Checklist, Action Plan and Transfer to Help Plan.
Focal Assessments (before):
- Completed by admin/office staff
- Accessed from the Lookout tab or tickets using New Assessment
- Could create or relate to tickets depending on the process
- Scoring was hard-coded by assessment type
- Care plan updates required manual review and transfer steps
Clinical Forms (now):
- New assessments are completed from the Forms tab on the Member profile
- Can be completed by Admins, Helpers and Suppliers, depending on access and workflow
- Can be attached to exceptional visits, recurring visits, purchase order line items, and services as must-dos
- Responses are stored against the Member's Forms tab for review and tracking
- Can be partially completed and resumed, with responses retained offline
- Can be edited after submission, with a full audit history of who changed what and when
- Lookout Assist can generate interpretations, rolling summaries, and care plan events when enabled
Please note:
- Admin-submitted forms and ad hoc Helper submissions do not automatically create tickets. A ticket is created only when a form is completed as part of a must-do workflow.
- Completed forms do not automatically update the care plan unless Lookout Assist is enabled. Please consider this before switching to forms.
Where clinical forms appear in Lookout
Clinical forms reach across several areas of Lookout:
|
Area |
What you can do |
|
Member profile > Forms tab (Admin) |
View all form responses for a Member, submit new forms, see scores, trend timelines and Lookout Assist generated summaries. |
|
Settings > Forms (Admin) |
Search, archive, and manage form templates for your organisation. |
|
Visits > Must-dos (Admin) |
Attach a form to a visit as a must-do task for the Helper to complete. Alternatively, attach a form to a service level must-do. |
|
Recurring schedules (Admin) |
Set a form as a recurring must-do, so it automatically appears on all future visits in a schedule. |
|
Purchase order lines > Must-dos (Admin) |
Attach a form to a supplier job as a must-do for the supplier to complete. |
|
People > Forms (Helper App) |
Helpers can select and fill out forms for Members they support. |
|
Visit checkout (Helper App) |
If a form is attached as a must-do, the Helper completes it during or after the visit. |
|
Job details (Supplier Portal) |
Suppliers can complete forms attached as must-dos when checking out of a job. |
What different Users/Staff will see
For Admins and Care Managers:
- Manage form templates in Settings (archive, unarchive, search, preview)
- Submit forms for any Member from the Forms tab
- View all responses, scores, graphs, and Lookout Assist summaries
-
Attach forms to visits, services, and purchase order lines as must-dos, including recurring and bulk
Helpers:
- Submit forms for Members they work with, from People > Forms
- Complete forms attached as must-dos during visit checkout
- See their own previous submissions
- Cannot manage templates or view Lookout Assist summaries
Suppliers (via the supplier portal):
- Complete forms attached as must-dos when checking out of a job
- Cannot submit standalone forms or manage templates
Troubleshooting
I don't see the Forms tab on a Member's profile
-
Make sure the Clinical Forms feature is enabled for your organisation
-
Check that you have the Custom Forms responses read permission
I don't see Lookout Assist generated summaries on form responses
-
The Care Plans and assessments agent must be enabled in Lookout Assist settings.
-
If it was recently enabled, only new submissions going forward will receive interpretations.
A form I need isn't available
-
Check with your administrator - the form may have been archived.
-
If the form doesn't exist in the pre-built library, speak to your Lookout account manager about custom form templates.
The score/graph isn't showing for a form
Not all forms have trackable scores. Only forms configured with promoted properties will show scores and graphs.
Still need help?
If you're still experiencing issues, please contact our Support Team and include:
- Screenshots (if possible)
- The Helper's name
- The exact steps taken
- Any error messages received