truForm: Portal - Invite a Patient & Email Invitation Templates

In this section, we will go over the following:

 

Invite a Patient to TruForm

Through our truForm portal, you have the ability to invite patient's to any active truFrom(s) you have available through MySecurePractice.  The patient would complete a quick registration to verify themselves,  before filling out and completing the assigned forms online.  

  1. Once you login
  2. Select Access Forms
    2023-08-10_08-45-41.png
  3. On the TruForm Dashboard, select the Invite Patient button (located in the upper right hand corner):
    2023-08-10_08-45-58.png
  4. This will open a new patient invitation to fill out and send:
    2023-08-10_08-46-18.png
    1. You will have the below required fields that must be completed before you can send a invite: 
      1. First Name
      2. Last Name
      3. Email Address
      4. Confirm Email Address
      5. Form Selection
        • At least one form must be selected before you can invite a patient, noting you can select as many active forms as needed for the patient to fill out!
        • If you select any CONSENT forms, you will have additional form fields that MUST be filled out- see here for further instructions.
          2023-08-10_09-00-06.png
    2. Additionally, you will have further non-required field options which you can choose to fill-out:
      1. Is an Appointment Scheduled?  You can include the date and time of their appointment, which will be included in the email invitation to the patient as a reminder. 
        2023-08-10_09-22-01.png
      2. Under Form Invite and Reminders section, you will find additionally options to notify your patient: 
        1. Send Reminder?:  If selected, this will send a similar reminder email (24hrs before their scheduled appointment, as a reminder to complete their online forms before their scheduled appointment.
          • If you select this option, you must fill in the appointment date/time labeled Is an appointment scheduled?:     
            2023-08-10_09-22-11.png
        2. No Notification to Patient (do not send Email or SMS) If selected, this will NOT send any Email or SMS notification to the patient. 
          • Note:  You can use this to quickly create a form submission, bypassing notification to the patient (if they are already in office, and will complete these forms from their phone or your practices computer/tablet).
          • Note:  If you select this No Notification option, all other Form Invite and Reminders options will become de-active.  
            2023-08-10_09-22-26.png
        3. Send SMS Invitation?: If selected, this will send a text notification to the patient along with the email invitation to register and fill out their forms.
          • Once you select the option for Send SMS Invitation?, you will be required to fill in the Cell Phone of the patient, and confirm it again in the below text field:
            2023-08-10_09-22-39.png
          • This will send a text message invitation to the patient's cell phone:
            2023-08-10_09-23-25.png
            • An email invitation will always be sent, unless you select No Notification
              **Although email invitations can vary, the email example the patient will get is below:
              2023-08-10_09-23-48.png
        4. Email Template:  You can choose to send out a Custom or Default Email Invitation:
          • Default:   If selected, this will send the PBHS Default Email Invitation (as-is), preview here.
            2023-08-10_09-28-06.png
          • Custom - If selected, you will be presented with the following two options: 
            • One Time Custom Email (*Will not be saved) - if selected, you will need to complete the following:
              1. Provide a Subject:
                2023-08-10_09-28-21.png
              2. Add the body of your patient invitation in Content Area:
                • Note:  The Patient Portal Registration Link *Required Macro must be added to the custom email template before you can complete this invitation:
                • You can also Apply Macros:2023-08-10_09-28-36.png
            • Saved Custom Email - if selected, a table with your saved templates will appear for selection
              2023-08-10_09-28-51.png
              1. You can preview each email template, by selecting the Preview button (located to the RIGHT):2023-08-10_09-28-59.png
              2. A pop-up modal will give you a preview of the email your patient would see:
                2023-08-10_09-29-11.png
              3. Once ready, select the X (located in the upper right hand corner) to close this window:2023-08-10_09-29-21.png
              4. Select the email template you would like to use to the LEFT:
                2023-08-10_09-29-34.png
              5. Once the Invite is filled out, you may now select the Invite button located in the top/right hand corner of this section:
                2023-08-10_09-29-57.png
              6. This will lead you back to your truForm submission page.  A black pop-up will give you confirmation that the invite was sent!!2023-08-10_09-30-31.png

Click here (COMING SOON) to review Portal Instructions for PATIENTS (a link to this instructional page is included in all default email invitations sent to patients, and can additionally be added to your custom invites using macros)!

Patient Invite Email Templates

You can now create, modify and manage your patient email invitation templates, selecting a custom or default email invite to send out with each Patient Invite you send!  

In this section, we will go over the following:

  1. Email Templates Page
  2. Add a New Template
  3. Edit an Existing Template
  4. Preview an Existing Template
  5. Copy an Existing Template
  6. Delete an Existing Template
  7. Understanding Macros

Email Templates Page

  1. Once you login
  2. Select Update Profile from your dashboard (you may have to scroll down to see this option)
    2023-08-10_13-04-16.png
  3. On your profile page, select the TruForm tab:
    2023-08-10_13-04-50.png
  4. Select the Email Templates button:2023-08-10_13-05-17.png
  5. This will bring you Email Templates Page
    2023-08-10_13-05-44.png

From here you can complete the following:

    1. Add a New Template
    2. Edit an Existing Template
    3. Preview an Existing Template
    4. Copy an Existing Template
    5. Delete an Existing Template

Adding an Email Template

You can add a new Email Template at anytime by following the instructions below.

  1. Once you are on the Email Templates Page
    temp1.png       
  2. Select the + Add Template button to create a new email template:
    temp8.png
  3. This will bring you to a blank Email Template Editor (all fields below are required): 
    1. *Enter the Email Template Name, which will easily identify this template (this will only be seen by your practice, NOT by the patient)
      invite16.png
    2. *Enter a Subject, that the patient will see before opening the email
      Subject lines should be to the point and kept short.  Why keep subject lines short? Mobile. Smartphones only display the first five or six words of a subject line. So shorter subject lines tend to capture mobile subscribers’ interest better.
      invite17.png
    3. *Under Content, you can now add the body of your email - that the patient will use to register and complete their online forms!!
      • Before you can save your template, this email must have the Patient Portal Registration Link found in the Apply Macro drop down options.
        invite18.png
  4. Once all required fields are completed in step 3 above, select the Save button
    invite19.png
  5. Your new template will be saved to the My Email Templates section:
    invite20.png

From here you can complete the following:

    1. Add a New Template
    2. Edit an Existing Template
    3. Preview an Existing Template
    4. Copy an Existing Template
    5. Delete an Existing Template
      invite15.png

Editing an Email Template

In order to edit an Email Template, you must have at least one saved email template under the section labeled My Email Templates.

  1. Once you are on the Email Template Page
    temp1.png
  2. Scroll down (if needed) to the My Email Templates section
  3. Select the Actions drop down for the selected template
  4. Select the Edit option
  5. Here you can edit the following:
    1. Template Name
    2. Subject
    3. Content
  6. Once you are done editing, select the Save button to save your template.
  7. This will bring you back to your Email Templates page.  

From here you can complete the following:

    1. Add a New Template
    2. Edit an Existing Template
    3. Preview an Existing Template
    4. Copy an Existing Template
    5. Delete an Existing Template
      invite15.png

Preview an Existing Template

In order to preview an Email Template, you must have at least one saved email template under the section labeled My Email Templates.

  1. Once you are on the Email Templates Page
    temp1.png
  2. Scroll down (if needed) to the My Email Templates section
  3. Select the Actions drop down for the selected template
  4. Select the Preview option
  5. A pop-up modal will give you a preview of the email your patient would see:
    invite22.png
         
  6. Once ready , select the X (located in the upper right hand corner) to close this window:
    invite21.png
         
  7. This will bring you back to your Email Templates page.  

From here you can complete the following:

    1. Add a New Template
    2. Edit an Existing Template
    3. Preview an Existing Template
    4. Copy an Existing Template
    5. Delete an Existing Template
      invite15.png

Copy an Existing Template

You can copy ANY saved templates, located under PBHS Default Email Templates and My Email Templates.  Once copied, you can edit the copied template further at anytime.  

In this section, we will go over the following:

  1. Copy the PBHS Default TruForm Patient Invitation
  2. Copy a Saved Template

Copy the PBHS Default TruForm Patient Invitation

You will always have the option to use the PBHS Default Email Template when sending out a patient invitation.  You can COPY this template, and modify as you see fit.  Once saved, this will show under your My Email Templates.

  1. Once you are on the Email Templates Page
    temp1.png       
  2. Under the PBHS Default Email Templates, you will find the PBHS Default TruForm Patient Invitation
    temp6.png
           
  3. Select the Actions drop down, (located to the right) of the PBHS Template
    temp7.png
          
  4. Select the Copy option
  5. A pop-up will ask you to confirm this action, select OK to copy the Default template:
    temp4.png
            
  6. Back on the Email Templates page, you will find the copied default template under the My Email Templates section:
    temp5.png

From here you can complete the following:

    1. Add a New Template
    2. Edit an Existing Template
    3. Preview an Existing Template
    4. Copy an Existing Template
    5. Delete an Existing Template
      invite15.png

Copy the Saved Templates under My Email Templates

You will have the ability to COPY any saved templates, under My Email Templates section.  

  1. Once you are on the Email Templates Page
    temp1.png
  2. Scroll down (if needed) to the section called My Email Templates
  3. Select the Actions drop down of the Template you wish to Copy
  4. Select the Copy option
  5. A pop-up will ask you to confirm this action, select OK to copy the template:
    invite24.png
  6. Back on the Email Templates page, you will find the copied template under the My Email Templates section:
    temp3.png

From here you can complete the following:

    1. Add a New Template
    2. Edit an Existing Template
    3. Preview an Existing Template
    4. Copy an Existing Template
    5. Delete an Existing Template
      invite15.png

Deleting an Email Template

In order to delete an Email Template, you must have at least one saved email template under the section labeled My Email Templates.

  1. Once you are on the Email Template Page
    temp1.png
  2. Under the My Email Templates section, select the Actions drop down of the template you wish to remove
  3. Select the Delete option
  4. A pop-up will ask you to confirm this action, select OK to delete the template:
    temp2.png
  5. This will remove the selected template, and bring you back to the Email Templates page.  

From here you can complete the following:

    1. Add a New Template
    2. Edit an Existing Template
    3. Preview an Existing Template
    4. Copy an Existing Template
    5. Delete an Existing Template
      invite15.png

Understanding Macros

Macros can be used as placeholders within your email template, once sent will reflect specific information about the patient and/or your practice.  

In this section, we will go over the following:

  1. Macro Overview
  2. Applying Macros

Macro Overview

  1. Within the Email Template Editor, while either adding OR editing an email template
  2. You will notice a drop down menu with a button labeled Apply Macro:
    macro1.png
  3. Within this drop down, you will find a number of placeholders that can be used in the Subject and/or Content of the New Template:
    macro2.png

    1. Appointment Date/Time: This will display the selected patient's appointment date and time (if added during the patient invitation process).  If you do not include an appointment date/time, this sentence will not be included in the patient email:
      1. Template Editor view when the appointment date/time is added:
        macro6.png
             
      2. Once the email is sent, this will create the unique apt date/time for that patient:
        macro3.png
    2. Patient Portal Registration Link *Required:  This will display the patient's unique registration link, which will allow them to create a user and complete the forms assigned. This link MUST Be included with any invitation so they can register correctly.
      1. Template Editor view when adding the Portal Registration Link:
        macro7.png
      2. Once the email is sent, this will create the unique registration link for that patient:
        macro14.png
    3. Patient Portal Instructions Link: This will include patient instructions, step by step instructions on the invitation registration and form completion process.  
      1. Template Editor view when adding the Patient Instructions Link:
        macro8.png
      2. Once the email is sent, this will display instructions and a static link:
        macro4.png
    4. Practice Name:  This will display your Practice Name currently set within MySecurePractice.
      1. Template Editor view when adding your Practice Name:
        macro9.png
      2. Once the email is sent, this will display your full practice name:
        macro11.png
    5. Office Phone: This will display your Office Phone currently set within MySecurePractice.
      1. Template Editor view when adding your Office Phone:
        macro10.png
      2. Once the email is sent, this will display your Office Phone:
        macro12.png

Applying Macros

  1. Within the Email Template Editor, which you would see if you are:
    1. Adding a New Template
    2. Editing a Saved Template
    3. Creating a One Time Custom Email 
  2. Put your active cursor down within the subject OR content area (where you would like to add the macro)
  3. Now select the Apply Macro drop down
  4. Select the Macro you would like to use
  5. Once selected, click the Apply Macro button