Forms Library
One record for every hospital form, from number to print order
If your form library lives in a desktop database and a few spreadsheets, Forms Library gives it one catalog: numbering, status and revisions, print specifications, who approved each form and where it is used. Around each form it tracks print orders, artwork jobs and linked language versions.
Flag your downtime forms before the next outage
When the EHR goes down, the paper forms that stand in for it need to be current, printed and where staff expect them. Build that list on a calm day: each downtime form, its current revision, where it is used and when it was last ordered. Forms Library carries a downtime flag on every form record, so the list is part of the catalog rather than a separate document.
A practice worth copying, with or without Forms Library.
What it does
Each form has one record, and every order, artwork job and translation hangs off it.
Numbering and status
Prefix, number and suffix, with a lookup for the next or an unused number. Each form is current, in review, inactive or retired, with revision and retirement dates and a pointer from a retired form to the one to use instead.
Print specifications and ownership
Paper, weight, color, size, construction, parts and pages, with stock number and lead time. The record also holds where the form is used, the department and cost center, its authors and approvers, its medical record type and a downtime flag.
Print orders
Record each order against its form: print vendor, PO or job number, quantity, cost per thousand, cost of the order and savings, due and completion dates, and a reorder date.
Artwork jobs
Log design work with the art vendor, status, dates sent and returned, and cost. Apply one purchase order number to many jobs at once, and see on the dashboard what is still waiting for one.
Linked translations
Each translated version is linked to its English parent, one form per language, so the set stays together. Translation requests record when they were asked for and completed, and the days in between.
Dashboard and reports
Counts of current, in-review and inactive forms, recent orders and artwork awaiting a PO, plus standing reports for forms, artwork, translation status and design work.
From form record to print order
Create or revise the form record
Number, title, specifications, use location, approvers and status.
Send the artwork out
Log the job with the art vendor, track it back, and assign purchase order numbers in bulk.
Request the translations
Each language version is linked to its parent, and the request is tracked to completion.
Record the print order
Vendor, PO, quantity, cost and the date to reorder.
Report to the forms committee
The dashboard and standing reports answer the recurring questions without a spreadsheet.
Good to know
What it does not do, so you can rule it in or out quickly.
- It is a catalog, not an e-forms tool. It does not build fillable forms, collect signatures or connect to your EHR.
- Orders are recorded, not sent. You place print orders with your vendor as you do today and log them here.
- There are no live stock counts. The reorder date is a date you set, not an inventory level.
- Purchase order numbers are entered by hand, not pulled from your ERP.
Existing customers may know it by its earlier name, FTA.
Who it is for
Forms management and print services coordinators
Keep the catalog, the orders and the artwork in one place, and see when each form is due for reorder.
Health information management and the forms committee
See which forms are current, in review or retired, who approved them, and which are medical record forms.
Design and language services
Track artwork out to the vendor and back, and translation requests from request to completion.
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Walk one form through it
Describe how you track forms today. We will take one form from its record through an artwork job, a translation and a print order, and tell you whether it fits the way your forms team works.