Setup eForms

Setup eForms

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Listed below is initial setup for eForms, for both Dental4Windows and Dental4Web users. 
Included are links to relevant articles for managing features

Setup eForms Dental4Windows Users

InfoCentaur Software host regular webinars for eForms users soon. Click here to register (link will be attached when webinars commence).

Setup the eServices Portal

InfoClick here to Setup the eService Portal

Setup Guest User eForms

Guest User eForms allow patients to fill in eForms without having to sign up to the online portal when the patient is at the practice. In addition, when using Guest User eForms, existing patients in D4W/PSS will be able to access eForms with pre-populated information from their existing D4W/PSS patient file.

InfoContact Centaur Support to activate Guest User eForms. 

Once activated, it is recommended the URL to eForms is saved on the tablet being used by patients. 

Generate Access Code for eForms Guest user

The following is only possible after Guest User eForms has been setup by Centaur. 
Start of Day
  1. Open eForms on the tablet to be used
  2. Login using the Guest User eForm login determined during setup
Patient Use

For Guest User eForms to work, each patient must have their Date of Birth entered. Patient needs the following fields entered to generate an eForm access code: First name, Surname, DOB and Mobile. Data from the patients' file will be displayed on the eForm where relevant, e.g. Fields from Patients tab that are part of the eForm. This allows the patient to check their details, and update where needed.

R: Receptionist/Practice Staff

P: Patient

  1. R: Right click on patients' appointment > Generate eForm Access Code
  2. R: Note down the code displayed onscreen to provide patient shortly

  3. P: Agree to Terms and Conditions
  4. P: Enter the code generated from D4W/PSS, supplied by Receptionist

  5. P: Select the relevant eForm

  6. P: Complete the eForm and Submit
  7. R: Click Next Patient in eForms

Set eForm Synchronisation Settings

eForms must synchronise with the D4W/PSS database to retrieve new forms submitted by a patient. 
  1. Go to Location Management > eServices tab
  2. Synchronisation Settings
    1. Sync eForms every # mins: Enter the time to automatically sync eForms and D4W/PSS
    2. Sync data for D4W every # mins: Enter the time to automatically sync data from D4W/PSS with eForms, e.g. New Medical Condition
  3. Restore Previous Settings: Click to revert back to previous settings
    1. New forms: A number will show only when a new form has been retrieved 
    2. Enable Sync: Select to enable the automated sync 
  4. Disable Sync: Select to disable the automated sync     
  5. Get New eForms: Select to manually retrieve eForms
  6. Force All: Select to manually retrieve eForms and push new D4W/PSS data to eForms
  7. View Sync History: Select to view the history of syncs
  8. Clear Sync History: Select to clear the history of syncs
  9. View eForms: A listing of Completed eForms will show

Managing Fields for eForms

Fields from D4W/PSS can be sorted in a logical manner, helping the user when building a form. For example, Title should be before Firstname and Surname.
Additionally, select fields can be excluded from eForms, so the user does not add that field to a form. 
  1. Go to Location Management > eServices tab
  2. eForms sub-tab
    1. Operations menu > eForms Fields Data
      1. Field Name: This is the name of the field found in the patients’ file
      2. Sort Order: Type over the numbers to change the order they show when building a form
      3. Exclude: Tick to exclude the field from eForms 

Sharing a Form with Multilocation All At Once

This feature allows practices with a multi location database to share a form to all locations under the same eService organisation.  
  1. Within D4W database
  2. Go to Location Setup > General tab > Group: eServices
  3. In Location for sharing eForms, enter the SMS surgery code for the location that the forms will be copied from e.g. AU08100

    1. SMS surgery code is found in Location Setup > General tab > Group: SMS Settings > SMS surgery code

  4. Go to Location Management > eServices tab > eForms subtab
  5. Select Enable form Sharing

  6. Within the eServices portal
  7. Go to Menu  > eForms Manager
  8. Click the form to be shared
  9. Select Open in read only       
                                                                                  
  10. This will open the form in Form Builder
  11. Click on Share Form     
                                                                                                                          
  12. You will be redirected back to Form Manager
  13. A sharing process indicator will be displayed near the form that has been selected. Important, do not refresh the page, just wait for it to update   
            
  14. Once the sharing process is completed. The form will be available at the other locations to view and to edit as required. In the event, the form that is being shared has another version, the old version will be automatically set to offline. The new version will be set to online   

eForms: Add Title to Landing Page

A title can be added to the eForms landing page

  1. Within the eServices portal
  2. Go to Menu  > Practice Management
  3. eAppointments Management
  4. Display Options
    1. eForms Welcome Text: Enter the text to be displayed

    2. Click Save

Create New eForm

Videos

Info
Video: Exclude Medical Conditions and Allergies (link coming soon)
Video: Create and Manage eForms (link coming soon)
Video: Manage Groups (Dynamic Question/Field) (link coming soon)
Video: eForms Workflow (link coming soon)

Publish an eForm

Setup eForms Dental4Web Users

InfoCentaur Software host regular webinars for eForms users soon. Click here to register (link will be attached when webinars commence).

Setup the eServices Portal

InfoClick here to Setup the eService Portal

Setup Guest User eForms

Guest User eForms allow patients to fill in eForms without having to sign up to the online portal when the patient is at the practice.
In addition, when using Guest User eForms, existing patients in D4Web will be able to access eForms with pre-populated information from their existing D4Web patient file.
Contact Centaur Support to activate Guest User eForms. 
Once activated, it is recommended the URL to eForms is saved on the tablet being used by patients. 

Generate Access Code for eForms Guest user

The following is only possible after Guest User eForms has been setup by Centaur. 
Start of Day
  1. Open eForms on the tablet to be used
  2. Login using the Guest User eForm login determined during setup
Patient Use
For Guest User eForms to work, each patient must have their Firstname, Surname, DOB and Mobile entered.
Data from the patients' file will be displayed on the eForm where relevant, e.g. Fields from Patients tab that are part of the eForm. This allows the patient to check their details, and update where needed.
R: Receptionist/Practice Staff
P: Patient
  1. R: Right click on patients' appointment > Generate eForm Access Code
  2. R: Note down the code displayed onscreen to provide patient shortly
  3. P: Agree to Terms and Conditions
  4. P: Enter the code generated from D4Web, supplied by Receptionist
  5. P: Click Fill out to Select the relevant eForm

  6. P: Complete the eForm and Submit
  7. R: Click Next Patient in eForms

Set eForm Synchronisation Settings

eForms must synchronise with the D4Web database to retrieve new forms submitted by a patient. 
  1. InDental4Web, click the navigation menu > Management > eServices page
  2. eForms sub-tab
  3. Synchronisation Settings:
    1. Sync eForms every: Enter the time (in minutes) to automatically sync eForms and D4Web
    2. Sync data for D4W every: Enter the time (in minutes) to automatically sync data from D4Web with eForms, e.g. New Medical Condition
    3. Click RESTORE PREVIOUS SETTINGS: To revert back to previous settings
    4. Click SETUP PRACTICE: To link website
  4. New forms: A number will show only when a new form has been retrieved 
    1. ENABLE SYNC: Select to enable the automated sync
    2. DISABLE SYNC: Select to disable the automated sync
    3. GET NEW EFORMS: Select to manually retrieve eForms
    4. FORCE ALL: Select to manually retrieve eForms and push new D4W/PSS data to eForms
    5. VIEW SYNC HISTORY: Select to view the history of syncs
    6. CLEAR SYNC HISTORY: Select to clear the history of syncs
    7. VIEW EFORMS: A listing of Completed eForms will show

Managing Fields for eForms

Fields from D4Web can be sorted in a logical manner, helping the user when building a form.
For example, Title should be before Firstname and Surname.
Additionally, select fields can be excluded from eForms, so the user does not add that field to a form. 
  1. Click navigation menu > Management > eServices page
  2. eForms sub-tab
  3. Operations toolbar > eForms Fields Data
    1. Field Name: This is the name of the field found in the patients’ file
    2. Sort Order: Type over the numbers to change the order they show when building a form
    3. Exclude: Tick to exclude the field from eForms
    4. Click SAVE

Create New eForm

Publish an eForm




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