Sending Forms

Appointment reminders enable the office to inform patients about their upcoming appointments, which reduces no-shows and enhances both productivity and revenue. Additionally, the office can automatically send intake forms via email or text, allowing patients to click a link, choose the form, and complete it online for a faster and more efficient collection of patient data.

1. Select Account Administration > Services.

2. Click the button next to Appointment Reminders.

3. Depending on your General Options, configure the Text Options and/or Email Options to include the forms link.
   

4. To configure for text, click the Text Options tab:

   1. Edit the reminder message: by right-clicking on the reminder message body (if sending the link on the original first reminder) or right-clicking the additional reminder message body (if sending a separate reminder with the form) and selecting the [Form Link] option to allow your patients to select, and fill out the form by simply clicking a link. 

      

      Note: If your message exceeds 160 characters, A long patient name could cause messages longer than 160 characters to be sent, which will incur an extra charge for each reminder.  

5. To configure for email, click the Email Options tab.

   1. Edit the reminder message by right-clicking on the reminder message body (if sending the link on the original first reminder) or right-clicking the additional reminder message body (if sending a separate reminder with the form) and selecting the [Form Link] option to allow your patients to select, and fill out the form by simply clicking a link. 

      

      Want to add a different reminder for different appointment types? Right-click within the message body and Customize Appointment Type Messages. Then add the Appt Type Message field to the email reminder

6. Click Save. 

   

   Please reference the Manage Appointment Reminders Help Article for more information on setting up and configuring appointment reminders.

   
   

Patient Intake Forms can be sent manually via email or text directly from the Appointment Control section. You can send forms to an individual or multiple patients at once. 

1. Select Appointments > Appointment Control.

2. Enter your Search Criteria or Load a Search Filter.

   1. Use the Appointment Date drop-down menu to filter by the date or date range of the appointment.

   2. Use the Resource drop-down menu to filter the search by a specific resource (doctor, room, etc.).

   3. Use the Practice drop-down menu to filter the search by a specific practice (if multiple practices are available).

   4. Use the Provider drop-down menu to filter the search by a specific provider (appointments for a specific doctor). 

   5. Use the Facility drop-down menu to filter the search by a specific Facility (appointments at a different location).

   6. Use the Office Location drop-down menu to filter the search by a specific location or office. 

   7. Use the Appointment Status drop-down menu to filter the search by the status of the appointment (new patient, confirmed, no show, etc.).

   8. Use the Appointment Type drop-down menu to filter the search by the appointment type (follow up, new patient, consult, etc.).

   9. Use the Patient field to filter the search by the exact patient the appointment is associated with. 

   10. Select your Forms Options:

       1. Only Show appointments with unsent forms: Check this box to include any appointments with unsent forms in the search results.

       2. Only show appointments with unfilled forms: Check this box to include any appointments with sent forms that have not been filled by the patient in the search results.

       3. Only show appointments with unapplied forms: Check this box to include any appointments with completed forms that have not been applied yet in the search results.

3. Click the Search button.

4. Optional: Click on the  icon to edit your search criteria.

   Sort your search results. Visit our Reorder Table Columns Help Article for detailed steps on how to hide, rearrange or add header columns.

5. To manually send a form to a patient, place a check in the box next to the appointment(s) you would like to send the forms to, then click the Forms button and select Send Forms.

6. Within the pop-up that reads "Are you sure you want to continue? click Send Forms.

7. The intake forms will be sent to all selected appointments.

8. Click Close to exit the results once finished.

Patient intake forms can be sent manually directly from an appointment. You can send forms from an existing appointment or while creating a new one. 

1. Select Appointments > Scheduler.

2. Create a new appointment or type in the patient name or comment related to the appointment in the Search for appointments by patient or comment field. You can also click the Advanced Search field and use the filters to narrow down your search.

3. When the appointment(s) is displayed, right-click on the appointment and select Edit Appointment, or click on the appointment and select the Edit button.  

4. From the appointment, click the Save and Send Forms button 
   

5. Click Save & Send Forms within the pop-up.