Forms 2.0

Time to Go Paperless!

RevenueWell Forms is a great tool to speed up check-ins, streamline practice operations, and make overall life in the dental office easier — for patients and team members!

Forms Features 

  • Send forms to patients Via Email or SMS: Instead of only sending forms to patients via an automated campaign, Forms 2 give the capability for users to search a patient and automatically send them their assigned forms.

     

    Tablet Experience: Focused on in-chair consolations? You can now create a PIN on your tablet allowing the doctor a quick access to RevenueWell where they can assign forms to patients in the chair with peace of mind that they will not be able to see other patients’ information. Once the form is submitted, the patient simply hands the tablet back to the doctor where he can re-use his PIN.

     

    Custom Browser Tags: Instead of a user having to manually type their first and last name, address, phone etc.. every time. We use previously submitted data to save the patient time.

     

    Custom Form Flexibility: Now, any of the information that is capable of being written back can be added to custom forms.

     

    Auto Syncing: Once an assigned form is submitted by the patient, the form will automatically populate within submissions page assigned to that user and ready to accept and sync after review.

     

    Packet Assignment: With custom packets, users can save time by choosing which forms to bring together and assign as necessary.

     

    Forms Assignments: The relationship to the patient has never been easier with Forms 2.0. Now you can select a specific patient and assign the forms that pertain to them.

     

    Upload Images to Forms: With Forms 2, patients can upload an image of their insurance card or driver’s license right to the form that was assigned to them.

     

    Duel Signatures: When uploading a form, users can now add a second signature option for a staff signature.

     

    Enterprise First: DSO users used to have to log into every location to manage their forms. With Forms 2.0, they can create forms and assign them to multiple locations.

  • The Forms Library allows you to see all Forms in one place. 

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    From the Library:

    • Create Forms
    • Delete Forms
    • View/edit Forms
    • View front-end Form (patient view)
    • Duplicate Forms
    • Download Forms as PDF

    Users with access to multiple locations can manage forms settings across all locations they can access

    Templates
    Editing Forms
    Auto Sync
    Copying Links
    Duplicating Forms
    Filters
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    Templates

    We offer the following templates which are pre-configured for you to use:

    • Covid-19 Questionnaire
    • Insurance Information Form
    • Patient Information
    • Health History Form
      To use these templates:
      1. Click the ‘Create a New Form’ action button to create a copy of the template in your library.
      2. Select "From Template"
      3. Choose the template you would like to use
      4. Edit as needed. 

    Auto Sync

    Practices can Auto Sync Forms directly into their practice management system (PMS) with Forms 2.0! This feature is available within the settings for any new or existing form. 

    To enable auto sync:

    1. Open the Forms app 
    2. Under "Settings," select "Forms
    3. Either:
      1. "Create New Form" or 
      2. For an existing form, using the three dot menu next to the form, open "Settings"
    4. Scroll down in Settings to "Auto Sync" and toggle on/off
    5. Select the PMS User
    6. Select the PMS Save Location
    7. Save Changes

    If a form is used across multiple locations you will need to specify the default PMS user & folder for each location.

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    Duplicating Forms

    Users can duplicate Forms by selecting the Duplicate Form button available within the three dot menu next to any form within the Form Library.
    Once duplicated, users will be taken to view the Forms Settings to confirm the following details before proceeding to the Form Builder. The fields below will have default values already entered, the user can adjust further if needed by clicking Edit Form Settings:

    1. Name
    2. Type
    3. Specialty
    4. Locations

    Additionally, a user can click Edit Form from this page to make changes to the copied form itself!

    Once all changes are saved, the user can select the "Back" arrow to see the copied form in the forms library.   

    Filters & Search

    If you have several forms in your library it can be helpful to search or filter for specific forms you are looking for. Across the top of the library you will see the filters and search box.
    Filter by Type, including:

    • Consent
    • Miscellaneous
    • Patient Registration

    Filter by Specialty, including:

    • Dermatology
    • Ear Nose & Throat
    • Endodontics
    • General Dentistry
    • Non Specialty
    • Ophthalmology
    • Oral & Maxillofacial Surgery
    • Orthodontics
    • Orthopedics
    • Other
    • Pediatric Dentistry
    • Periodontics
    • Plastic Surgery
    • Podiatry
    • Prosthodontics
    • Radiology
    • Sedation Dentistry

    Search:

    Search any portion of the Form Name. You must enter at least 3 characters to start your search!

  • Packets

    Packets allow practices to group multiple forms from their library together. Once created you can use packets to assign the included forms to patients to fill out. Similar to forms, you can also copy links to packets which can then be used on your website, sent to patients, and elsewhere.

    Creating a Packet

    1. Open the Forms App

    2. Under "Settings," select "Packets"

    3. Click “Create New Packet” button

    4. Name your Packet

    5. Click “Add a Form” and select all forms you want to include. Drag and drop forms to place them in the desired order

    6. Assign locations that will have access the packet

    7. Click “Save

  • Custom Forms

      1. To create a new Custom Form:

        1. Open the Forms App.

        2. Click "Settings" > "Forms" to open the Forms Library.

        3. Click “Create New Form” button.
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        4. Choose "From Scratch."
        5. Fill out the form details, locations, and auto sync options.
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        6. Click “Save and Continue to Form Builder”
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        7. Click into the green box to get started! 
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        8. "Add Row" for each question.

        9. Edit "Labels" as needed.

        10. Drag and drop questions or layouts from the column on the left into rows.

        11. Once you’ve dragged a question onto your form, you can edit the element by clicking the pencil icon. 

        12. Once you have your forms is complete, preview and "Save"!
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  • Auto-Populate Forms

    We are able to auto-populate certain fields within forms! 🎉

    The fields can be auto-populated are:

    • Email
    • First Name
    • Last Name
    • Middle Initial
    • Prefix
    • Phone Other
    • Home Phone
    • Work Phone
    • Gender
    • Marital Status
    • Date of Birth
    • SSN
    • Driver’s License Number              
    • Address
      • Street
      • Apt
      • City
      • State
      • Zip

Processing Forms

  • Assigning Forms

    Forms 2.0 improves on the convenience of digital forms by allowing practices to assign forms to individuals or families. 

    Patients must have a valid email address and date of birth before they can be invited to fill out their assigned forms.

    To assign a Form or packet:

    1. Open the Forms App
    2. Under "Patients," select "Assignments"
    3. Using the search field, locate the patient
      1. Note: If the patient is a dependent, navigate to the Responsible Party
    4. Click “Add Forms” and select either packets or individual Forms
    5. Confirm your choices by clicking “Save Changes
      1. Note: to modify the sort order, un-assign and update as needed
    6. Click “Send Invite'' to send an email notification to the patient or responsible party
  • Form Submissions

    To Review a form submission:

    1. Open the Forms app

    2. Under "Patient", click "Submissions"

    3. Select a form submission

    4. Link to a patient (if needed)

    5. Select the PMS User that is reviewing the Form

    6. Select the PMS location where you’d like the Form to upload

    7. Review a PDF and choose to either: 

      1. Dismiss 

      2. Download a PDF

      3. Accept and Sync to PMS

    Completing Forms

  • Patient Experience

    Patients can easily fill out their forms online via the Forms Patient Portal. The forms patient experience includes:

    • Improved workflow for responsible parties to complete forms for themselves and dependent(s)
    • Mobile optimized experience - patients can complete forms via tablet or phone
    • Secure web portal to ensure other parties cannot sign in or view their forms

    Patients have 2 paths by which they will fill out forms:

    1. Receiving an invite from the practice
    2. Clicking a public link to a form or packet

    Receiving an invite from the practice

    Once invited by the practice patients will receive an email invitation to complete Forms online. 

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    The patient will be prompted to verify their email and DOB. Once they verify and continue they will receive a new email with a 1 time link that will take them into their forms portal where they can complete assigned Forms.
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    This portal has an idle time-out of 60 minutes. After time-out, patients will be redirected to the login page to reverify their information.
    • Completed forms cannot be viewed by the patient.
    • Forms cannot be partially filled out and saved. If a patient exits a Form without submitting, any data entered on that Form will be lost. If a patient selects the "Cancel" button on a Form there will be an alert letting them know they will have to start that form over.

    Once they’re logged in to the portal the patients will see a list of the forms that have been assigned to them as well as any of their dependents who have that patient listed as their responsible party.

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    Clicking a public link to a form or packet

    Patients can also fill out forms by clicking a link to a form or packet. When a patient clicks on a public link, they will be routed to the portal and be prompted to enter their information to start. 

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    Upon entering their information RevenueWell will send the patient a link to get into their forms portal to fill out the form or packet in question.

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    If the patient is a Responsible Party they will be prompted to select which family member(s) they need to fill out the form or packet for.
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    For compliance reasons we don’t allow Responsible Parties to fill out forms for dependents who are 18+ until consent has been received.

  • Tablet Experience

    There are four paperless options for patients to fill out forms in office or chairside either on a tablet or their own cell phone:

    1. Fill on this Device (tablet)
    2. Send Email Link
    3. Send Text Link
    4. Scan QR Code

    To send a patient a form:

    1. On desktop, navigate to the Assignment page within Forms.
    2. Use the search box to quickly find the patient and select them.
    3. Ensure the correct forms have been assigned to the patient.
    4. Select the "Send/Fill Forms" icon located in the top right.
    5. Choose the desired delivery method
  • 18+ Dependents

    Practices will see an alert (1) when going to a Responsible Party's assignment page indicating that there is an 18+ dependent who they need to take action on in order for forms to assigned or filled out for that dependent. There will also be an alert next to the specific dependent (2).

    If the practice acknowledges that they have received consent for the RP to manage that dependents' forms by checking the consent box (3), then they will now be able to assign forms as normal to that 18+ dependent.
    This will also make it so that when the RP goes to their forms portal they can now see that it is dependent.

    If the patient wants to be independent and manage their own forms, the practice must make the appropriate changes in the PMS first. After doing so, that patient will sync back to RW, and when viewing the assignments page for the patient the practice will no longer be redirected to the RP, but rather see the normal screen for a typical adult patient.

    If the patient has given consent, a green consent icon will then appear next to their name (4).
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Enterprise

RevenueWell Forms 2.0 was built with enterprise users in mind. Throughout our forms product you will see several key areas that allow for quick and easy navigation between locations and the ability to manage forms and packets shared across as many locations as you like.

  • Location Filtering

    At the top of the Forms navigation you will see the locations filter. Clicking into the filter will allow you to select a location to limit what you are seeing throughout Forms to be things pertinent to that location.

  • Sharing Forms & Packets

    When editing a form or a packet you can add multiple locations. After doing so that form or packet will become available for use across all chosen locations. Any changes made to the form or packet are saved and reflected across all locations that share the given form or packet.

    Pro Tip: If you want to make changes to a form without impacting other locations that use it you can make a copy of the form using the duplicate action.

  • Copying Links

    For any forms or packets set to have multiple locations you can copy location specific links.

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For Open Dental customers wanting to use write-back and additional enhancements above, requirements include being on Open Dental version 22.4.28 + with the Open Dental e-Connector installed and running. For help identifying what version of Open Dental you have or any other questions, Open Dental Support can be contacted by phone at: (503) 363-5432 or by email at: service@opendental.com.