Guide to Automating Patient Forms
One of Adit's greatest value adds is to be able to automate your patient forms - we can automate sending them to patients, importing them into your EHR, and updating certain fields from the forms once imported. Automating all of these processes can save you and your staff countless hours of time and manual work. This is a comprehensive guide that will help you completely automate your forms process, and customize it to what your individual practice needs. You can also use this guide to troubleshoot why you think your forms should be automated, but aren't currently.
Did you know we have a Patient forms app for your tablets? Click here to learn more: How to Connect your iOS or Android Device with Adit's Patient Forms
Configuring Forms
1) Ensure your forms are built correctly/ mapped into your PMS (practice management software):
-Patient Forms > Form Builder> Form Name (edit) :
- Check that the forms you are using have PMS fields mapped by looking in the form builder:
2) How to tell if your forms are mapped, and how to map fields if they are not:
-Patient Forms > Form Builder> Form Name (edit) :
- Check the "PMS Field" box in the Form Editor. This will have dynamic options based on the Type selected above. If a field is mappable but is not currently mapped, adjust the PMS Field to the correct option. Allergies, Medications, and Problems will be under the type "Custom" and will populate the available responses based on your PMS.
3) Change the folder, name format and .pdf download format that your forms will download.
-Navigate to Patient Forms > Form Builder> Form Name (edit):
- These options can be found in the top left of the form builder. Here you can choose which folder to save the approved file, change the naming format for forms, and choose how you want to view downloaded forms.
- The folder options that appear are pulled from your PMS, so if you want a specific folder that is not named, create that first in your PMS.
Creating the Auto- Assigning Rules and requesting forms from patients
Most practices like to assign required forms at the time of booking an appointment. The best way to achieve this is to assign forms with your "Schedule Confirmation" Texts. These texts go out automatically to a patient immediately after their appointment is booked. This works best for New Patient Paperwork, or medical history updates for existing patients.
1) Set up forms to Auto Assign in your Schedule Confirmations in Engage (recommended for new patients):
- Navigate to Engage> Auto Reminders> Schedule Confirmation
-Edit your existing confirmations, or create a new one by clicking the edit pencil. Click "add" if none currently exist.
-Choose which patients will be receiving these forms. In addition to selecting new/existing patients, you can also set additional filters based on specific appointment types, providers, or operatories. A new patient is defined as someone who does not have a completed appointment in your PMS. You do not need to select an appointment type, provider or operatory if you've already chosen new or existing patients.
Once you've set which patients will receive the forms, click "+Add Form" under the assign forms section to add up to 5 forms to be sent with the schedule confirmation.
The forms link will be automatically added to the text, so you'll want to edit the verbiage of the schedule confirmation text to include "Please fill out forms by clicking the link below:" so that the patient knows what the links are for.
2) How to tell if a form is assigned and archive a form if you no longer need it
-Find your patient card in the patient module or by using the patient search function
-From the patient card, under the "activity" section you can see if a form is assigned. You can also manually assign new forms or archive existing form requests if they are no longer needed or were filled out already through a different avenue.
You have the ability to auto assign other types of forms to your patients before or after their appointment. Some practices will use this to send pre-op or post-op instructions, consent forms, or updated medical history. If you've already set up your schedule confirmations to include the new patient paperwork, you do not need to create another automation here.
- Navigate to Patient Forms > Preferences > Auto Assign.
- Within the preferences for Patient Forms (Patient Forms > Preferences > Auto Assign), you can also automatically assign forms as well. This is separate from assigning them via schedule confirmations; the filters for these allow assignment based on specific treatment codes or appointment type.
Send a Reminder Text or Email when forms aren't completed
Within the Engage module (Engage > Auto-Reminders > Incomplete Form Reminders), you can set up automatic reminders to ensure a patient fills them out prior to a visit, and can select the number of hours, days, or weeks prior to the appointment to remind the patient.
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