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Automating the delivery of patient forms in Dental Intelligence can streamline your workflow and improve patient onboarding. This overview guide highlights key steps to enable and troubleshoot automated form workflows.
Overview of Forms Automation Workflows
Form automation workflows in Dental Intelligence allow your practice to send new patient forms, health history forms, and consents to your patients automatically. These workflows depend on proper configuration of the Dental Intelligence forms and consents settings, TouchPoints™, and your Practice Management System (PMS) data.
Step-by-Step Guide to Enable Forms Automation
1. Configure Forms Settings
Navigate to Settings > Forms.
For new patients: Ensure that the checkbox in the 'New Patients' column is selected for all applicable rows of paperwork that should be sent to new patients.
For existing patients: Ensure that you have selected an option from the dropdown in the 'Existing Patients' column for each row that determines when each document should be sent to existing patients.
When finished setting up your forms, be sure that the Online Patient Forms checkbox at the top of the page has been selected. This ensures that patients will start get links to fill our required forms with any automated appointment communication you've set up in TouchPoints
2. Enable TouchPoints™ for Automated Forms
Go to Follow Ups > TouchPoints™.
Edit each relevant TouchPoint™ (e.g., Welcome notification, Save-the-date).
Check the box labeled “Request outstanding forms and consents.”
Save your changes.
3. Test the Workflow
Prior to testing your workflow, allow the system to sync for 10 minutes after making changes to TouchPoints™.
Send a test form to a test patient to ensure the workflow is functioning as expected.
4. Verify Communication Logs
Navigate to Communication Logs > Automatic.
Using the Type filter, view TouchPoints™ messages (e.g., Welcome notification, Save-the-date) and confirm that the forms link is being included.
Common Issues and Troubleshooting Steps
1. Forms Not Sending Automatically
Cause: The “Request outstanding forms and consents” option is disabled in the triggered TouchPoint™.
Solution: Enable this option in the relevant TouchPoints™ (e.g., Welcome notification, Save-the-date). Navigate to: Follow Ups > TouchPoints™ > Edit the relevant TouchPoint™ > Check “Request outstanding forms and consents.”
2. Forms Missing After Merging Records
Cause: Discrepancies in PMS data.
Solution: Verify and correct patient records in the PMS, then allow for an overnight sync. Contact Dental Intelligence Support if the issue persists after the sync is completed.
3. Forms Not Replacing Old Versions
Cause: Incorrect settings for new forms.
Solution: Ensure the new form is marked as required and set to be sent to new patients.
4. Forms Not Populating Correctly
Cause: Forms were not filled out or submitted properly.
Solution: Test the form link by sending it to a test patient and verifying its functionality in Dental Intelligence and your PMS.
5. Forms Sent to the Wrong Patient Type
Cause: Incorrect settings for new or existing patients.
Solution: Review and update requirements settings to ensure forms are sent only to expected patients.
Manual Intervention for Specific Cases
If you need to manually send outstanding forms to a patient who did not receive a link to fill out forms, navigate to Patient Finder > click the patient 3-dot menu > Forms > Prepare forms and consents > Select the desired form(s).
If forms were not sent automatically due to prior settings, send them manually once, then enable automation for future patients.
Best Practices for Maintaining Form Delivery Consistency
Regularly review and update TouchPoints™ and forms settings to align with your practice’s needs.
Ensure PMS data is accurate and up-to-date to avoid discrepancies in Dental Intelligence.
Periodically test automated workflows to identify and resolve issues proactively.
By following these steps and best practices, you can ensure that expected patient forms are sent automatically, improving efficiency and patient satisfaction.