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How to Use Expiry Dates on Additional Forms

Track expiry dates on completed Additional Forms and receive reminders before approvals lapse. If enabled for your workflow, authorized users can update the expiry date and reminder timing directly from the patient profile.

undefined-Jul-21-2023-06-20-17-8672-PM-2NOTE Expiry dates apply only to completed Additional Forms. Completed forms are shown separately from in-progress forms in Auxita. Any Forms that were initiated and completed before this setting was configured will never expire.

For more information, check out: How to Complete an Additional Form

When expiry tracking is enabled, an Expiry column appears for eligible completed Additional Forms on the patient profile.
 
Each form includes a pre-set expiry date and reminder period to help you track when follow-up is needed. If these default settings do not align with your workflow, you can adjust them to better match your processes.
 

How to set or update an expiry date

  1. Open the patient’s profile.

  2. Under Additional Forms, find the completed form in the Completed tab.



  3. In the Expiry column, click the date field.
  4. In the Set Expiry & Reminder window, choose the Expiry Date and Expiry Reminder timing.

    "Form interface titled 'Set Expiry & Reminder' with fields for date '2027/04/11' and '30 Days' reminder, and buttons 'Cancel' and 'Save'."
  5. Click Save to save your changes.

undefined-Jul-21-2023-06-20-17-8672-PM-2NOTE Only users with permission to Create Additional Forms can change the expiry date or reminder period. Other users may still be able to view the expiry date.

Reminder notifications

As a form approaches or passes its expiry date, reminder indicators help users identify requests that need attention.

You will see:

  • a warning icon beside the Expiry column heading on the patient profile 
  • a tooltip message when hovering over the warning icon
    A warning message indicates the form is nearing its expiration date and advises submitting a new request to avoid delays.
  • The form appears in the Reminders tile on the Home page if Show Reminders is enabled in settings.

    notification preferences page showing options for email reminders, with a green arrow pointing to the 'Form Expiration Reminders' checkbox.
  • The expiry is reflected in summary emails when these reminders are enabled.

undefined-Jul-21-2023-06-19-28-0296-PM-4 TIP Expiry reminders can also be viewed on the Home dashboard and in summary emails. 

If a form has expired

If an Additional Form expires, create a new Additional Form based on your program’s workflow. How to Complete an Additional Form

After the new request has been created, archive the expired form to remove the warning from the patient profile. How to Delete or Archive an Additional Form

undefined-Jul-21-2023-06-20-17-8672-PM-2NOTE If a form is Archived or Withdrawn, the expiry date is automatically removed and the form no longer appears in reminders.