Form Sets
To ensure consistent, accurate use of form sets for admissions, prevent loss of historical data, and reduce administrative rework.
Core Rules
Form Sets Apply Forward Only
New form sets affect only new admissions.
Older admissions continue using the form set active at their admission date.
Never Delete a Form Set
Do not use the trash icon.
Deleting a form set permanently removes all associated forms from historical patient charts.
Do Not Create New Form Sets Just to Add Forms
Adding a new form does not require a new form set.
Instead, edit the existing form set and add the form there.
Creating unnecessary form sets increases maintenance workload.
When to Create a New Form Set
Create a new form set only in the following cases:
Retiring one or more forms
Structurally separating modules (e.g., CRM vs Intake vs EMR)
Retiring Forms (Correct Method)
Verify Historical Usage
In Sunwave, navigate to Reports > Services Audit Report
In your report, put a large date range and select the form (ex. 1/1/2000 to present)
If there are no results (form has never been used), the form can be unpublished in Forms Builder.
If there are results (form has been used), you need to retire the form by creating a new form set and removing that form.
Form has been used
If there are results, the form has been used and you need to retire the form by creating a new form set and removing that form.
Why do we retire forms with this method?
A: This form was used previously. You want to keep it historically in the chart. The form sets reflect the active forms during that period. When you create a new form set and omit the retired form, your new charts will no longer include said form. This is how you retain historical data.
How do you create a new form set?
Navigate to Left Panel > Form Sets
Identify if the form you’re retiring belongs to your CRM, EMR, or another module.
After identifying the module, click the copy icon next to the active form set. A pop-up window will appear showing all forms in that set.
In the pop-up window, ensure you give your Form Set a proper name. Typically, you want to name it [MODULE] [DATE]. This way, you know which module the Form Set belongs to and when it came into effect. Ensure you check “Active” so this form set will be active moving forward.
Remove the form you want to retire by clicking the ← arrow. This moves the form from the Form Set to the “Available Forms” column.
To remove more than one form, you can check off the forms and use the red arrow to remove it from the form set
Save. New charts created from now on will use the updated form set without the retired form.
Form has never been used
If there are no results, the form has never been used. The form can be unpublished in Forms Builder.
Navigate to Left Panel > Forms Builder
Find the form you’re publishing and click the form name
In the “Edit Form” pop-up, disable “Published” and the form will be removed from patient charts.
When you unpublish a form, the form will be removed from all charts. Use this with caution if you are positive this form has never been opened in Sunwave.
Managing Multiple Form Sets
CRM & Intake Form Sets
Any forms that are not feature forms need to match between CRM & Intake
Ex. All forms in the Intake tab need to be in the CRM and Intake form set
Should include only pre-admission forms (e.g., intake, screenings).
Consider the forms you complete during admissions or opportunities. Usually, only consent forms are completed during admissions. Providing all forms across all modules may confuse users.
Adding Forms to Existing Form Sets
Navigate to Left Panel > Form Sets
Select the relevant module (CRM, Intake, EMR, etc.) and instance
Add the required form(s) using the → arrow next to the form name in the “Available Forms” section
To add more than one form, you can check off the forms and use the red arrow to add it to the form set
Save
Adding this form to a form set applies only to the date the form set was created. To view the form in older admissions, add it to the relevant older form sets.