How To: Automatically assign a patient form

How To: Automatically assign a patient form

By automating the assignment of patient forms, your practice can ensure patients are getting the correct forms at the correct time without it being a constant manual process. Common examples of when our clients automate patient forms include:
  1. Sending “new patient” forms when a new patient books their first appointment.
  2. Sending a treatment-specific consent form a few days before patients come in for that treatment.
  3. Sending aftercare instructions to patients after specific procedures.
Adit's Patient Forms allows you to set up multiple automations that are structured around when and how the forms are sent out.

To set up a form automation:
  1. Navigate to the Patient Forms module.
  2. In the top navigation menu, select Preferences. If you don’t see this option in the menu, click the three dots to view the rest of the menu options.
  3. On the location menu on the left side of the page, hover over the initials for your location and select Auto-Assign. 
  4. Click the + Add button in the top right corner to create a new automation rule, or click the pencil icon  beside an existing rule to edit it.
  5. Fill out the Assignment Settings. All of these fields are required.

    1. Assignment Name - enter a name for this automation, so that you can identify it later.
    2. When to Assign - determine the timing of when this automation should assign its forms. All of the timing options are based on the patient having an appointment, so you can choose the number of hours, days, or weeks before or after an appointment. If you choose days or weeks, you'll also need to indicate what time of day the forms should be assigned.
    3. Communications - indicate how this automation rule should send the forms to the patients. You can choose text only, email only, both, or to assign the forms without notifying the patient.
  6. In the Form Assignment section, you'll define which forms to assign and how our system should determine who they are assigned to.

    1. Select Form - choose from your active Adit patient forms.
    2. Patient Type - decide if this form should be assigned to new patients, existing patients, or both.
    3. Advanced Filters - use any combination Appointment Types or Treatment Codes to build a custom filter for the patients who should receive this form. This is how Adit will determine if an appointment is qualified to be assigned this form. Treatment codes are pulled from your PMS software integration.
    4. Form Frequency - determine how often this form needs to be submitted by a single patient. Adit will check this frequency against the patient's Form History to determine if they should be assigned this form for this appointment.
      1. Required Only Once - the form will be assigned only if the patient has not submitted it previously.
      2. Required At Every Qualified Appointment - the form will be assigned for every appointment that meets the filter criteria above.
      3. Every 6 Months - the form will be assigned if the patient has not submitted it previously, or if the last submission was more than 6 months ago.
      4. Every 12 Months - the form will be assigned if the patient has not submitted it previously, or if the last submission was more than 12 months ago.
  7. If you would like to add another form to this automation rule, click the Add New Form button and repeat step 6 for that form.
  8. Once you have added all of the necessary forms to this automation rule, click Save.
Once an automation rule is created, click the toggle button to the right of the rule to turn it on or off at any time.
If the switch is grey with the button to the left, it is off.
If the switch is orange with the button to the right, it is on.

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