Managing eForms

Managing eForms

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Listed below is how to create a new eForm, edit, delete and deactivate an eForm, add a hyperlink to a form and how to deactivate a form.

Managing eForms eServices Portal

Create a New eForm

The below instructions cover each of the options available when building a form. The article is long, though if comfortable with the options, focus on the steps, not what is contained in the tables. Use the table as a reference to unknown field.  

It is highly recommended to continually click Save Changes during the creation of an eForm.

  1. Within the eServices portal
  2. Go to Menu  > Practice Management > eForm Manager

  3. Select Location (if applicable)                 
    1. Click Create Form

      1. Click the Edit icon  > Enter Name of eForm           
      2. Click Save   
                                                                                                                                                 
  4. Open Design Theme and select the relevant Colours, Font and Header 
Colours:
Background: Select the background colour of the form
Labels and Headings: Select the colour to be used for labels and headings
Main Font: Select the colour to be used for main font
Font
Font: Select the font style
Size: Select the font size
Header
Title: Enter the title of the form into the white box
Logo and Details
Upload Logo: Click on the Upload button to navigate to an image for the form
Change or Delete: Allows for the logo to be changed to a different image or deleted
Logo Alignment: Select left, middle or right alignment 
Background colour: Select the background colour of the logo
Details: Area to add details about the practice. Click the button to insert practice info
Text Size: Select the text size for the area
Text Colour: Select the text colour for the area
Text Alignment: Use the button to align the text; left, middle or right 
Open Add Field and click on the field(s) to add, and then drag into place on the form (right)   
Heading
Heading Text: Enter the name of this form – e.g. Medical History Form
Size: Select the size of the heading font
Align: Select where the text should be placed in the heading box
Add to Group: See ‘Manage Groups’ section of this document
D4W Field: System Field – do not use
Text/Number
Label: Enter the name of this field – e.g. Emergency Contact Number
Required: Select if this option is a required field – the patient must fill in
Input: Select if the patient should fill in with characters, numbers or both
Field Size: Select the size of the field – look at the preview on right to check
Limit: Enter the maximum number of symbols allowed
Use Pattern~ = character# = number* = any: Only available when ‘Any Symbols’ are selected. Provides the ability to dictate what combination of characters are entered (e.g. 5 numbers followed by a letter would be a pattern of #####~)
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Text Area 
Label: Enter the name of the field – e.g. Occupation
Required: Select if this option is a required field – the patient must fill in
Field Size: Select the size of the field – look at the preview on right to check
Height: Select how many rows the text area should be
Input Limit: Enter the maximum number of symbols allowed (if any)
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Paragraph
Paragraph Text: Enter text, not for patient to fill in – e.g. Disclaimer
Size: Select the size of this text
Align: Select where the text should be placed in this box
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Dropdown
Label: Enter the name of the dropdown – e.g. Preferred Method of Contact
Required: Select if this option is a required field – the patient must fill in
Field Size: Select the size of the field – look at the preview on right to check
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Options (add for each option)
Default Value: Enter the value – e.g. Phone
Show Group: See 'Manage Groups' section of this document
Open Form: When the form is completed by a patient, the selected form will be opened automatically
Radio Button
Label: Enter the name/text of the radio button – These are generally questions. E.g. Are you happy with your smile?
Required: Select if this option is a required field – the patient must select
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Options (add for each option)
Default Value: Enter the value – e.g. Yes
Show Group: See 'Manage Groups' section of this document
Open Form: When the form is completed by a patient, the selected form will be opened automatically
Other Option: Select if you would like an 'Other' checkbox onscreen with a text box for them to fill in
Sort Alphabetically: Select if you would like the checkboxes to be sorted alphabetically
Spread in Columns: Select how many columns to spread the answers / buttons across
Checkbox
Label: Enter the name/text of the checkbox – E.g. Preferred Method for Appointment Reminders?
Required: Select if this option is a required field – the patient must select
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Options
Default Value: Enter the value – e.g. SMS
Show Group: See 'Manage Groups' section of this document
Open Form: When the form is completed by a patient, the selected form will be opened automatically
Other Option: Select if you would like an 'Other' checkbox onscreen with a text box for them to fill in
Sort Alphabetically: Select if you would like the checkboxes to be sorted alphabetically
Spread in Columns: Select how many columns to spread the answers / buttons across
Date
Label: Enter name of date field – E.g. Last time you visited the dentist?
Required: Select if this field is required – the patient must fill in
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Time
Label: Enter the name / text of the time field – e.g. What time do you usually fall asleep?
Required: Select if this option is a required field – the patient must fill in
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Email
Label: Enter / Edit name of Email field
Required: Select if this field is required – the patient must fill in
Add to Group: See 'Manage Groups' section of this document
D4W Field: System Field – do not use
Signature
Invitation text: Enter / Edit name of the Invitation Text
Required: Select if this field is required – the patient must fill in
Field Size: Select the size of the field – look at the preview on right to check
D4W Field: System Field – do not use
  1. Open Add D4W Field and select the fields from D4W/PSS to add to the form, then use the up and down to place on the form. If using Custom Fields in D4W/PSS, they will be listed here.

  2. Manage Groups is only used when a dynamic question (see below section) should be added to the form, for example when asked if the patient is pregnant, the form will ask for more details, click here for instructions 
  3. Click Preview to view the form as a patient will
  4. Click Save Changes
  5. Click Form Manager
  6. Follow instructions below to Publish an eForm

Add Dynamic Questions/Fields to eForms

eForms can have dynamic questions/fields added which trigger another question/field to display when a specific response is selected. For example, if a patient responds Yes to being Pregnant, they will be asked another question, like when are you due? 
  1. When creating or editing an eForm
  2. Open Manage Groups
    1. Click Create Group
    2. Group Name: Enter the name of the group, e.g. Pregnancy Status
    3. Colour: Select a colour to identify the group within eForm Builder

  3. Open Add Field
    1. Select the relevant field to use, e.g. Radiobutton
      1. Label: Enter the question, e.g. Are you Pregnant?
      2. Add to Group: Tick and select the group below
      3. Options: Add response options, e.g. Yes and No     
      4. Against the response that should trigger another question, tick Show Group and select the group below 
                                                                     
    2. Select the next relevant field to use, e.g. Date
      1. Label: Enter the question, e.g. Due Date
      2. Add to Group: Tick and select the group below

Editing eForms

The steps to editing an eForm depend on the current state of the eForm. For example, if the form has never been used, it can be edited. If the form has been used - patients submitted forms - a new version of the form must be created. 

To check if an eForm has been used, see the Last Accessed and Times Accessed columns in eForm Manager.

Edit Unused Form
  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Ensure the form is set to Offline  
    2. Click on the Form Name hyperlink to access the form and edit   
          
Edit Used Form
  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Click Copy and select As Version 
                                                                
    2. Design the eForm as needed
    3. When ready to publish, ensure the previous version is deactivated (see below for further instructions)

Publish an eForm for Patients to Use

When an eForm is ready for patients to use, it must be published. 
  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Against the relevant eForm, click the  in the Status column to publish online

Hide an eForm from Patients

An online eForm can be taken offline so patients cannot access it until it is made online again. 
  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Against the relevant eForm, click the  in the Status column to mark as Offline

Deactivate an eForm

When an eForm has been used - patient submitted a form - it cannot be deleted (see below for instructions) and must therefore be deactivated. 

  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Select Location (if applicable)     
    2. Against the relevant eForm click  > Deactivate

Delete an eForm in eServices Portal

When an eForm has not be used - patient submitted a form - it can be deleted. If the form has been used, it should be made deactivated. 
  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Select Location (if applicable)     
    2. Against the relevant eForm click the Delete icon

Restore a Deleted eForm in eService Portal

When an eForm has been deleted (see above for instructions), it can be restored.
  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Select Location (if applicable)     
    2. Click Restore Deleted and select the form from the list

Copy the URL of an eForm

The URL of an eForm allows users to paste it to communication (e-mails / SMS), place on a website or as a shortcut on a tablet. 
  1. Within the eServices portal
  2. Go to Menu  > Practice Management           
  3. Go to eForm Manager
    1. Against the form, click the URL icon 
    2. Copied  will appear to indicate a copy of the link has been completed

A hyperlink can be added to an eForm, allowing the patient to view information on a website or have access to another form.

  1. When creating or editing an eForm (see above for further instructions)
  2. Open Add Field
    1. Select Hyperlink
      1. Anchor Text: enter a description e.g. Click to view Privacy Policy
      2. Hyperlink link: enter the required link
      3. Open in: Select if the link will be opened in a New tab or the Same tab  
Each eForm can be set up so that after the patient has completed the form, the patient will be redirected to a chosen hyperlink e.g. a hyperlink for another form or a website page.
  1. Within the eServices portal
  2. Go to Menu  > Practice Management
  3. eForms Manager
  4. Ensure the form is online

  5. Select 
  6. Enter the hyperlink 
  7. Select Save

Managing eForms in Dental4Windows

View Completed Patient Forms

When an eForm has been submitted by a patient, it can be viewed within D4W/PSS from a menu, and a copy is stored within Document Manager. 

  1. From anywhere in D4W/PSS, Go To menu > View Completed Patient Forms

    1. Date: Select the date range to view completed forms for
    2. Status: Select the status of forms to view
      1. All: Lists all forms for all statuses
      2. Unassigned: Lists forms that have not been assigned to a patient
      3. Assigned: Lists forms that have been assigned to a patient but not processed
      4. Processed: Lists forms that have been processed (updated patient file/created new patient file)
    3. Open in New Window: Tick to see multiple forms side by side
    4. Show New Forms: Tick to only view new forms (unopened)
    5. View Form: Highlight a form and select to view. Options within the view will depend on the status of the form
      1. Unassigned
        1. Create New Patient: A new patient card will be generated
        2. Assign to Existing Patient: Select an existing patient to assign form to
      2. Assigned
        1. Print Form: Select to print the form in view
        2. Un-assign Form: Select to undo the assignment of the form to a patient
        3. Signature: Allows the patient to sign the form 
        4. Process Form: The form will update the patients file
      3. Processed
        1. Print Form: Select to print the form in view
        2. Signature: Alls the patient to sign the form
    6. Go to Patient: Select to go to the selected patients file
    7. Get New eForms: Select to manually synchronise eForms and D4W/PSS
    8. Delete Form: Select to delete the selected form

Deleting eForms

An eForm that has been received can be deleted. When eForms are deleted an audit trail report can be created.

Info
Security Setting

 A person can only delete an eForm if they have been given permission. The permission can be given to a group or individual users.

  1. Click Go to menu
  2. Click View Completed Patient Forms
  3. Select form
  4. Click Delete form

  5. Prompt will appear
  6. Click Yes 

Managing eForm Patient Conflicts

When an eForm is submitted, the system will check a set of details between patients to either match with an existing patient or create a new file. When the system cannot determine if the patient should be matched or created as new, it generates a conflict.

When viewing completed forms, a conflict icon mceclip0.png will appear next to their name to signify the conflict should be resolved. 

Field Matching

The following fields are checked to find a match or create a new patient.

  1. First Name,
  2. Surname,
  3. DOB,
  4. Mobile Number, and 
  5. E-mail
Conflict Reasons

In some instances, patients could use different information to complete their eServices profile than the information within D4W/PSS; or, a patient’s First Name could have been misspelled in D4W/PSS but spelled correctly in eServices.

Therefore, a combination of matching the fields above between eServices and D4W/PSS will be used to determine if the patient is New, Existing or has Potential Matches.

Resolving Conflicts
  1. From anywhere in D4W/PSS, Go To menu > View Completed Patient Forms

    1. Date: Select the date range to view completed forms for
    2. Double click on the patient with the conflict 
      1. eForm will download to view
      2. Select Process to assign eForm to correct patient
        1. Current details - patient details in D4W
        2. eForms details - details patient has entered while filling out eForms
      3. Select Assign without update if Current details are not to be updated e.g. Patient made a spelling mistake in their name when completing eForm

      4. Under Update ? tick fields to be updated in D4W, select Assign and update selected to update selected fields in D4W

Managing eForms in Dental4Web

View Completed Patient eForms

When an eForm is assigned to a patient, forms can be accessed from their file via the Patients page and Documents page. 
View from Patients page
  1. Click the navigation menu > Patients > Patients page
  2. View toolbar > View Patient Form Data
  3. Status:
    1. All: Lists all forms for all statuses
    2. Assigned: Lists forms that have been assigned to this patient but not processed
    3. Processed: Lists forms that have been processed (updated patient file)
  4. Open in a New Window: Tick to see multiple forms side by side
  5. VIEW FORM
    1. Assigned
    2. Print Form: Select to print the form in view
    3. Un-assign Form: Select to undo the assignment of the form to a patient
    4. Signature: Allows the patient to sign the form 
    5. Process Form: The form will update the patients file
  6. Processed
    1. Print Form: Select to print the form in view
  7. EXIT

View from Documents page
When an eForm has been processed through Dental4Web, a PDF copy of the form will be created and stored in the Documents page for the patient.
  1. Click the navigation menu > Patients > Documents page
  2. Double click the eForm to view

Managing eForm Patient Conflicts


When an eForm is submitted, the system will check a set of details between patients to either match with an existing patient or create a new file. When the system cannot determine if the patient should be matched or created as new, it generates a conflict.
When viewing completed forms, a conflict icon will appear next to their name to signify the conflict should be resolved. 
Field Matching
The following fields are checked to find a match or create a new patient.
  1. First Name
  2. Surname
  3. DOB
  4. Mobile Number, and 
  5. E-mail
Conflict Reasons
In some instances, patients could use different information to complete their eServices profile than the information within Dental4Web; or, a patient’s First Name could have been misspelled in D4Web but spelled correctly in eServices.
Therefore, a combination of matching the fields above between eServices and Dental4Web will be used to determine if the patient is New, Existing or has Potential Matches.
Resolving Conflicts from Patient pages
  1. Click the navigation menu >Any Patients page in Dental4Web
  2. View toolbar > View Patient Form data
    1. Date: Select the date range to view completed forms for
    2. Double click on the patient with the conflict
       
  3. View the Possible Record Matches
    1. If the possible matches are not this patient, click CREATE A NEW PATIENT
    2. If a possible match is this patient, highlight it and click ASSIGN TO AN EXISTING PATINT
    3. Click EXIT once resolved

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