Sending Patient Portal Forms
You can send (or request) forms to patients for them to complete either automatically or manually.
Let's look at how EXACT chooses who to send forms for (Automation) and how to send additional forms (Manual).
| Please Note: We strongly advise using automation to request and send forms to patients via Patient Portal. This helps to eliminate the replication of forms displayed for patients to complete and reduces confusion for patients. |
Automation
With automation configured, your patients will be sent the correct forms as per your practice setup and will be sent these along with their automatic appointment reminders.
This means that on any email/SMS sent out to the patient to remind them of their appointment, they can access Patient Portal and complete their outstanding forms online.
Checking your reminders are sending the Patient Portal email/SMS templates:
As the above GIF shows, your automatic appointment reminder settings should look something like this:
The two main things to check are:
- The template you are using is the Patient Portal reminder email/SMS message, this is usually called ‘PORTAL REMINDER’.
- In the ‘Patient Has’ field you have whichever combination of messages you’d like to send ticked so these will go automatically.
Forms are sent to the patient as part of the automatic appointment reminder process. Your automatic appointment reminder settings should already be setup but you can review these here. When EXACT send an automated reminder it looks to see if the patient is required to do any forms and sends those to their individual portal ready for them to complete.
How EXACT knows which forms to send is different per form and the configuration area can be found under Configure - Appointment Book - Arrival Options.
Medical History - In the Arrival Options section click on Medical History. The ‘Alert if Medical History’ setting will determine this with 0 meaning don't send a form and a numeric value being how long after successfully completing a medical history to send another. For example if the value is 6 it will only send a form to the portal when the Medical History is 6 months out of date.
Health Screening/Covid - This will be sent if the patient has not filled one out in the last 14 days and the appointment is less than 14 days away. The 14 value is a default which can be changed but only by our support team. Please contact them if you wish for this to be changed.
Oral Health Survey - In the Arrival Option section click on Oral Health Survey. You can disable it in the top left or choose the criteria including how long since last filled out, patient age and provider type.
Contact Consent - In the Arrival Options you can enable/disable this under the Contact Consent tab, as well as change the text that is displayed to the patient. Please note text will be used for Patient Portal and CliniPad. Contact Consent will be sent for any patient who has not already consented to being sent marketing material.
Terms & Conditions - In the Arrival Options you can enable/disable this under the Terms and Conditions tab, as well as change the text that is displayed to the patient. Please note text will be used for Patient Portal and CliniPad. You can set whether this is sent to new patients, patients who have not filled this out before or patients who have not filled it in since a certain date.
FP17PR/FP17PRW - In the Arrival Options you can choose which patients this goes to under the ‘Should PR being due trigger the arrival popup’ setting. Never will not send to anyone, only if they have an NHS payor will only send to patients that have been marked as NHS in their details. or Always to send to everyone.
Manually requesting forms
It is highly recommended to request and send Patient Portal forms automatically, but if ever required to request and send an email or SMS manually to patients you can follow these steps.
This example shows how to request which forms you’d like to send the patient and then sending a Portal email to them. You can do the same for sending texts by clicking the ‘SMS’ icon on their file instead but either way, the template you send needs to have the ‘[patient.portalURL]’ merge field.
Sending an Email or SMS Portal Link
If a patient has outstanding forms and you need to send them a link due to them having not received this for any reason, you can use the Email or SMS options via the Patient Portal button on the Patient record.
- Open the Patient record.
- Click the Patient Portal button.
- Select your desired option, Email or SMS then follow the on-screen instructions to send the patient communication.
| You will more than likely have both a Portal email or SMS template already and the template names for these usually start with “PORTAL” or “PP”. |
Form frequency
The frequency at which some forms are requested is configured within your Appointment Arrival Options settings.
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