Form Submissions
When a patient submits one of your forms, Solum tries to match them to an existing patient automatically. If we can match confidently, we update that patient with the new info; if the data is ambiguous, we flag the submission for your review. The patient always sees a success message — their data is captured before any matching runs, so internal issues never cost them their submission. Manage submissions from Submissions (or from a specific form’s detail page).
How auto-matching works
A submission goes through three matching steps, in order. The first step that finds a confident match wins.Demographics — exact match
If the submission has first name + last name + date of birth, we look for an existing patient with the same three values. Names are case-insensitive; DOB must match exactly.
Phone number + name check
If demographics didn’t match, we look up the phone number. When we find one, we verify the name is close enough — typos like “Jhon” vs “John” are accepted, but completely different names are rejected and we move on.
If we match a patient but their phone or email belongs to a different patient on file, we leave that field unchanged on the matched patient — Solum never overwrites contact info that points to someone else.
When we create a new patient
If no step matches, we create a brand-new patient — provided we have either a unique phone number OR full demographics (first name, last name, DOB). The submission moves to Form Processed.When we ask for your help (Pending Review)
If we can’t match AND can’t safely create — for example, the phone is taken by another patient and we don’t have a DOB to fall back on — the submission lands in Pending Review. The patient still sees a success message; their data is fully preserved. You’ll see how many submissions need attention on the Pending Review stat card at the top of the Submissions page:
Resolving a Pending Review submission
Click Resolve Conflicts on a pending submission. You’ll see what the patient submitted alongside the existing patient(s) we found, and you choose how to proceed:
| Choice | What it does |
|---|---|
| Pick the matching patient | Links this submission to that patient AND updates their record with the new form info |
| Create new patient | Creates a fresh patient record. If the submission’s phone or email is taken by someone else, those fields are skipped on the new record. Not available when the conflict is a name + DOB collision (you’d be creating a duplicate). |
Submission statuses
| Status | Meaning |
|---|---|
| In Progress | Form link sent via a sequence; awaiting the patient’s response |
| Form Completed | Patient submitted; we’re matching them in the background |
| Form Processed | Patient is fully linked, data is live |
| Pending Review | We couldn’t auto-resolve; needs your decision |
| Paused | Manually paused by your team |