Forms Purpose

The purpose of the Forms Tab is to manually process physician forms or other types of forms for members.

Important: Consult with a FitLyfe Manager to learn more about what forms are available.

Forms Overview

The Forms Tab can be accessed by clicking on Coach Center > Coach User Search. After locating the member, click on the Pencil Icon and then select the Forms Tab. 

The user can submit the form on their side in the system. As a coach, you are also able to upload the available forms for members. The type of file the system allows to be uploaded will depend on the selected form type. 

For each form you will see the Form Type, Date Submitted, Status, and Processed Date & Time within the Forms Tab. The Form Type displays what type of form was uploaded: explanation of benefits, physician form, etc. 

Once a form has been submitted for processing, it could be processed on another date by FitLyfe's guaranteed service.

Coaches may also process the form if given the permission. In this scenario, the form may be processed the next day rather than the day it was submitted. These are typical reasons by you may see a different date for Date Submitted and Date Processed.

Viewing Forms

An icon will be present for each form displayed on the Forms Tab. Click on the View Icon to see the submitted form.

A pop-up window will open where you can see the submitted form, certify the form, or approve/reject the form. 

Uploading Forms

Forms may be uploaded by users and coaches. Regardless of who performs the upload, the form will always be stored by the system.

Users will always be able to see uploaded forms on their side in the system by accessing My FitDocs. For more information, please see the My Biometric page of the User Guide.

To upload a form, you will need to complete the following steps: 

Step 1: Choose a Form Type from the drop-down menu.

Step 2: Click on Upload Form to browse for the form and select it. The form will be uploaded instantly as long as the file type is appropriate. Depending on the package, data may be populated automatically or not.

Note: As soon as the form is uploaded, the user will receive an email from the system stating that the form has been uploaded. 

Step 3:  Coaches are able to certify that everything is accurate on the uploaded. This can be done by checking the box for the "I certify that I have reviewed the form and the information provided is accurate." option.

Step 4: The form may then be approved or rejected. If you click on approve, an approval email will be sent to the user.

If it is not approved, then the user will receive a rejection email with the reason selected in the drop-down next to this option. Reasons displayed in the drop-down menu are configured for your company by FitLyfe. 

Step 5: Click Submit to finish the form upload. 

Certifying Forms

Uploaded forms can be reviewed and certified by the coach or coach manager. To certify a form, you will need to complete the following steps:

Step 1: Click on the View Icon.

Step 2: Check the "I certify that I have reviewed the form and the information provided is accurate." box to certify the form. 

Step 3: Click Submit to save the change. 

Approving Forms

Uploaded forms can be approved by the coach or coach manager. To approve a form, you will need to complete the following steps:

Step 1: Click on the View Icon.

Step 2: Check the "I approve this form and all of its information." box to approve the form. The user will receive an email notification that the form has been approved. 

Step 3: Click Submit to save the change. 

Rejecting Forms

Uploaded forms can be rejected by the coach or coach manager. To reject a form, you will need to complete the following steps:

Step 1: Click on the View Icon.

Step 2: Check the "I reject this form for the following reason." box to approve the form.

Step 3: Choose a reason for the rejection form the drop-down menu. The user will receive an email notification that the form has been approved. 

Step 4: Click Submit to save the change.