Attaching PDF Forms to Membership Terms

A PDF form linked to a membership term becomes part of enrollment. Patients complete it when they enroll, and the completed form is saved automatically.

Before you start: the form you attach here must first be built and published in the Forms builder.

If you want the agreement to capture a signature, add a Signature field to the form when you build it — see Building Interactive PDF Forms for a step-by-step.

Linking PDF Forms to a Membership Plan

Navigate to Billing > Settings and scroll to the Enrollment Terms section. Click + Terms, give the term a title, and select PDF forms as the type.

Apply to all plans is on by default; turn it off to choose specific membership plans.

Enrollment Terms card with Add Terms set to PDF forms, the + Forms split button with its arrow, and Apply to all plans on

Click + Forms to open Add PDF Forms, which lists your published PDF forms.

Add one or more forms, click Add forms, then click Save.

To preview or edit a form before attaching it, click Go to form. The form builder opens in a new tab.

To build a new form without leaving Billing Settings, click the arrow next to + Forms and select Create new form: Forms opens in a new tab, ready for your PDF upload.

Only published PDF forms appear in the picker. If a form isn't showing up, open it in Forms, publish it, and return to Billing Settings. Unpublishing or archiving a form removes it from every enrollment term it's attached to.

Migrating From a Legacy Agreement

Older enrollment terms that use an uploaded file show File as their Type. They can't be edited: the card shows only the archive icon (Archive terms), with no edit (pencil) option.

A legacy term saves the uploaded PDF to the patient's Membership Forms folder unchanged. When its Signature is Yes, the payer types their name to accept, but the name isn't added to the PDF.

Simple terms save no document at all. A PDF forms term with a Signature field is the only way to keep a signed agreement in Membership Forms.

To move an existing agreement over to a PDF forms term:

Build your agreement as an interactive PDF form with a Signature field and publish it — see Building Interactive PDF Forms.
Create a new enrollment term of type PDF forms and attach the published form (see Linking PDF Forms to a Membership Plan above).
Archive each legacy term by clicking its archive icon.

Archiving a term doesn't affect patients who already enrolled or signed under it. It only stops the term from applying to new enrollments, which use your new PDF forms term.

Manual Enrollment

When enrolling a patient from within SigmaMD, the Enroll Patient dialog automatically lists any forms linked to the selected plan under Enrollment Terms. Simple terms and File terms apply only to self-enrollment, so they don't appear here.

You can click Add forms to attach additional forms specific to that patient's enrollment without changing the plan's default terms.

Once the patient is enrolled, the forms are assigned to the patient who pays for the membership, or to the first member when an employer pays.

When Enrollment notifications is on (the default), the enrollment confirmation email includes a link to review and complete them.

Self-Enrollment

If the patient is self-enrolling in a membership, they complete the required forms during the Add Payment Details step (Complete Your Membership Enrollment on employer-paid plans), where all enrollment forms are listed.

Each form must be opened and completed before the patient can finalize enrollment — the button to proceed stays disabled until all forms are submitted.

Patients complete each form directly in their browser.

To collect the patient's signature, include a Signature field when you build the form — see Building Interactive PDF Forms.

After completing all forms and submitting payment, patients receive a confirmation email.

Where Submitted Forms Are Saved

Once a patient submits a form, a PDF of their responses is saved to the Membership Forms folder on their Files page. It includes the signature when the form has a Signature field.

When the patient submits the last pending enrollment form, they receive an email confirming their completed enrollment terms.

The patient's assigned clinician, if there is one, receives an email with a link to view them.

The PDF isn't attached to either email.

Status

The status of each enrollment form is visible from the Manage Membership side sheet.

To open the Manage Membership side sheet, go to the patient's Payments page, click View more on the membership card, and select Manage details.

Submitted — The patient completed and submitted the form.
In progress — The patient started the form but hasn't submitted it yet.
Not started — The form hasn't been started.
Locked — The form was locked, so the patient can't submit responses.

Resending and Managing Forms After Enrollment

From the Manage Membership side sheet you can:

Click Resend pending forms to email the patient a reminder with a link to their forms. It appears only while at least one form is Not started.
Click Add forms to send additional PDF forms for the patient's enrollment at any time. In Add PDF Forms, the button reads Send to patient: the forms are added and the patient is emailed right away.
Click Go to form to open the patient's response in their chart, in a new tab.
Click Remove form to remove a form from the patient's enrollment terms. Only forms that are Not started can be removed, and the patient can't submit a removed form.

With PDF forms attached to your membership terms, the signed agreements from every new enrollment are collected and filed automatically.