Online Upload of Forms: Clinic Management

Clinic Management of Online Files Submitted

• Clinic is responsible for providing Forms to Patient via: Paper form in Clinic, Website: Link to Google Doc or Link to online PDF form, Email Campaigns, etc. We do not supply any forms.
• If you provide forms for your patient to fill out online, there must be a way for the Patient to save the form to their pc or phone, then utilize File Upload link or Upload Website Widget. This will ensure what the patient is uploading, goes into the Intake File Queue, then straight into their File Tab within their Patient File.

After a New or Existing Patient submits a file, the clinic will receive the file into their Online Intake Queue which can be accessed within the Software Toolbar under "File Intake"

Or By going to Admin > Online Files Uploaded

If you have received a file into your database the File Intake label will light up in RED

Once a file is uploaded it takes about 2-5 min to receive into your database.

Queue Overview

Once you open your File Intake Queue, you will see patients displayed like the image below.

Green: Indicates an Existing patient the queue recognizes. 

Red: Indicates a recognized Lead within the database but, does not have a case associated with them. 

Grey: A New Patient not in the system, this could also be an existing patient the system cannot recognize due to the patient using a different email/cell phone that is not associated with their patient file.

Drop-Downs within the Queue

There are two drop-down areas associated with each patient name. One to the right inside the patient info column and one to the right inside the Files Uploaded column. They are used to expand the data to see what is not being displayed on the queue.

The patient info drop-down will display patient demographics. 

If they are an existing patient, this info will come from their internal file. If they are a New Patient, this will come from the form they filled out to submit the files. If any of the info the new patient entered is incorrect, such as a miss-spelling, etc. You can add in the corrections and once you hit "Save Patient" the correct info will be used to create their patient file.

The files uploaded drop-down area will display the names of the files uploaded and sent to the clinic along with a "Save to Case" button. 

When you expand this drop-down, you can click on the file name (1) to save it directly to your PC for viewing before the file is saved to the patients' file. Once "Save to Case" (2) is pressed, it will send the saved file directly to the patients' account> file tab.

Clearing the Queue

When you are done saving a patient's file to their account, you will need to choose the "Remove" button to the far right to remove that patient from the file queue.

How to get Files received saved within Patient File Full Walk-through by patient type:

Existing Patients: Patients displaying in green with a clinic within the clinic dropdown. 

• Select Dropdown within the "Files Uploaded" Column
• If you would like to preview the file received before placing it into the patient's file, click on the file name of the file received. This will autosave the file to your PC for you to open and view the file.
• Once all files have been saved to the patient file, select "Remove" to the far right to clear the queue of that particular patients' files.

PLEASE NOTE:

If you remove the patient from the queue before ALL files were saved, the patient will have to resend them to the clinic, so you can save them.

Lead files without a case: You will know they are a lead based on no clinic displaying in the case column but, they are highlighted in Red.

• Select the "New Case" button.
• Create the case based on the notes provided by the patient or you can use a default such as Case description as Undetermined and Case Type Undetermined as this can be edited when you are certain as to why the patient is coming in.
• Then Select the clinic price list and opt the patient into text and email reminders if your clinic is not sending reminders to ALL Patients when emails or cell phone numbers are present. This will ensure the patient receives any appointment reminders your clinic is sending.
• Select Dropdown within the "Files Uploaded" Column
• If you would like to preview the file received before placing it into the patient's file, click on the file name of the file received. This will autosave the file to your PC for you to open and view the file.
• If you are wanting to send to the patient's file from the File Intake queue: Select the "Save to Case" button next to each file received.
• Once all files have been saved to the patient file, select "Remove" to the far right to clear the queue of that particular patients' files.

PLEASE NOTE:

If you remove the patient from the queue before ALL files were saved, the patient will have to resend them to the clinic, so you can save them.

New Patients: Any New Patient or Patient the system does not recognize will be listed in grey and will require you to follow these steps.

• select "Save Patient"
• Select the "New Case" button.
• Create the case based on the notes provided by the patient or you can use a default such as Case description as Undetermined and Case Type Undetermined as this can be edited when you are certain as to why the patient is coming in.
• Then Select the clinic price list and opt the patient into text and email reminders if your clinic is not sending reminders to ALL Patients when emails or cell phone numbers are present. This will ensure the patient receives any appointment reminders your clinic is sending.
• Select Dropdown within the "Files Uploaded" Column
• If you would like to preview the file received before placing it into the patient's file, click on the file name of the file received. This will autosave the file to your PC for you to open and view the file.
• If you are wanting to send to the patient's file from the File Intake queue: Select the "Save to Case" button next to each file received.
• Once all files have been saved to the patient file, select "Remove" to the far right to clear the queue of that particular patients' files.

• If you are wanting to send to the patient's file from the File Intake queue: Select the "Save to Case" button next to each file received.

NOTE: If you are not sure the New Patient was created, make sure to Open the Patient Rolodex and hit the Refresh Button , then Search the Patient's last name. If it does not come up, Save must be hit again.

PLEASE NOTE:

If you remove the patient from the queue before ALL files were saved, the patient will have to resend them to the clinic, so you can save them.

Switching a Patient:

When the patient has the freedom to enter their own information, sometimes it won't match what you have selected in their patient file.

e.g. If you see a request coming in as a new patient request but, you know the person sending in the file is an existing patient, you can follow these 3 easy steps.

1. select the "Switch Patient" button to reference the correct patient in your Rolodex.

2. Choose the correct patient

3. Select open to change the queue to the right patient.

Once the Files have been sent to the File tab within the patients' account, you can view all saved files there and within the patients' appointments.

If you are unable to View Saved Files within a patient appointment, make sure to open a patient appointment, Select Panels at the top left, choose Patient Files from the list. Once selected, it will display on your screen and you can move it to your desired location.