How to Auto-Fill PDF Forms?

Feature Overview

The Auto-fill PDF Form (BETA) feature helps clinicians and administrative staff save time by automatically extracting and populating fillable PDF forms with relevant patient and encounter data. This reduces repetitive manual entry, ensures consistency, and minimizes documentation errors.

Why We Built This

With increasing patient loads and complex documentation requirements, clinicians often spend significant time completing the same information across multiple forms. This feature streamlines the process for common clinical paperwork such as government forms, new patient intake, lab requisition, and medication reconciliation. Whether you’re a physician, nurse, or admin assistant, Auto-fill PDF forms lets you quickly generate accurate, ready-to-review documents directly from the patient’s record, so you can focus more on patient care.

Do you know? Our Auto-fill PDF feature allows you to upload your own custom fillable PDF forms and tailor the autofill behavior to your exact workflow. This means you’re not limited to pre-set templates — you can create and fully customize forms that fit your clinic’s specific needs and documentation standards.

How It Works

1. Select a Form from the Community Form Library

   • Navigate to the Forms section in your dashboard. Browse or filter available forms by specialty or use case (e.g., insurance, lab forms). 
     
   • Preview the form & click on "Save to My Library" to import the forms to your Personal Folder
     
     

2. Upload and Setup Custom Forms (contact support@empathia.ai to add your forms)

   • Alternatively, you can upload your custom PDF forms. Click Create Custom Form to add a fillable PDF (ensure the PDF supports text fields).
     
     
   • Upload the PDF and input form type and names. The system’s AI will automatically detect form fields and map them to patient or encounter data.
     
     
   • Test the form by applying it to an existing encounter. You can add or modify autofill instructions for any fields as needed. Save the form for future use
     
     
   • . All uploaded forms will be available for your team.
     
     
3. Use AutoFill Form in Encounter
   • Open a patient encounter.
     
     
   • Select AutoFill Form→ pick the form you want to fill.
     
     
   • Review the automatically filled fields. The system will not only enter information in the text fields, but also mark checkboxes or radio buttons as relevant. 
   • Edit any incorrect or missing data directly within the form interface. 
   • Download, print, or save the completed form to the patient record.

FAQs

Q: How can I request to add my personal PDF forms?

A:You can request the form to be added to the library by emailing them to support@empathia.ai. The ability to upload your own forms will be released soon. 

Q: How accurate is the AI in detecting fields and mapping patient data?

A: The AI uses patient records and encounter notes to pre-populate fields with high accuracy, but manual review is recommended. If there are specific fields with multiple meanings, it’s recommended to add additional instructions for AI.

Q: Can multiple users access my uploaded custom forms?

A: Yes, forms are shared across your organization and contributed to the community library for broader use.

Q: What if the form fields change in future versions?

A: You can upload new versions of forms and adjust autofill instructions to keep them up-to-date.

If you have further questions or need assistance, please contact our support team at support@empathia.ai or visit our community forum for peer advice.