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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). Submissions list with stats and recent submissions

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How auto-matching works

A submission goes through three matching steps, in order. The first step that finds a confident match wins.
1

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.
2

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.
3

Email + name check

Same idea as phone, but using email (case-insensitive). The submitted name still has to be close to the existing patient’s name.
If a match is found, we update the existing patient with the new form data and the submission moves to Form Processed.
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.

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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.

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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: Pending Review stat card Click the card to filter the table to just those rows.

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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: Resolve Conflicts dialog showing the submitted data and the matching patient Click Update & Process to apply your choice. The submission moves to Form Processed.

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Submission statuses

You can filter the table by any of these via the All Statuses dropdown.