Overview
An online forms requests typically takes the form of an email that contains a secure link to some online forms, and invites the recipient to complete and submit the online forms at the link. Alternatively, an online forms request can be sent to a tablets at the clinic, for a patient to fill out during a visit.
In Blueprint OMS, there are three places from which users can send online forms requests to patients:
- Appointments in the scheduler
- The Patient drop-down menu
- The
button in the Online forms moduleStatus title create request
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Only users with the ???????? (TBD) user privilege can create online forms requests. |
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When an online forms request becomes associated with a patient's or QuickAdd's file, a journal entry of the Online forms type is automatically created in the journal. The journal entry appears with a badge indicating the status of the online forms request. |
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Creating an online forms request in connection with an appointment
Appointments created by Blueprint OMS usersOverview
An online forms request typically takes the form of an email that contains a secure link to some online forms, and invites the recipient to complete and submit the online forms at the link. However, there are alternative ways, outlined by this table, to instantiate online forms requests. This page is mainly concerned with Blueprint OMS user-initiated online forms requests.
| Origin of the online forms request | Required additional preparation | Blueprint OMS user involvement in individual forms requests | Is an online forms request email sent? | Can the online forms request be sent to a clinic tablet? | Is the online forms request initially linked to a patient/QuickAdd file? |
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| Online booking system-created appointment: existing patient | None* | Yes* | Yes: only after the request is initially sent via email* | Yes: linked to a patient file | |
Online booking system-created appointment: other |
| User triggers the online forms request email by verifying the incoming booking* | Yes* | Yes: only after the request is initially sent via email* | Yes: linked to a QuickAdd file |
| Blueprint OMS user-created appointment |
| User initiates the request | Can be: user chooses email or tablet | Yes | Can be: it is linked to whichever patient or QuickAdd file is linked to the appointment. |
| Patient > Send online forms | None | User initiates the request | Can be: user chooses email or tablet | Yes | Yes: linked to a patient or QuickAdd file |
| Online forms > Create request | None | User initiates the request | Can be: user chooses email or tablet | Yes | No |
| A form's URL |
| None | Only if the form is submitted to the clinic and resent to the respondent | Yes: after the respondent has created an instance of the form | No |
| Website iFrame |
| None | Only if the form is submitted to the clinic and resent to the respondent | Yes: after the respondent has created an instance of the form | No |
* Associating forms with appointments is not strictly required, as the right-click menu of any appointment offers the option to send any of the system's online forms, but this functionality was only meant to be used in exceptional circumstances, not as a normal way of operating. It is recommended that any forms sent in connection with an appointment be sent when the appointment is created by a Blueprint OMS user, verified by a Blueprint OMS user, or verified by an existing patient; for this to happen as smoothly as possible, online forms should be associated with event types at Setup > Scheduling > Event types.
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Only users with the Send email user privilege can initiate online forms requests. |
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When an online forms request becomes associated with a patient's or QuickAdd's file, an Online forms-type journal entry is automatically created in the file. The journal entry appears with a badge indicating the status of the online forms request. |
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Creating an online forms request in connection with an appointment
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If the appointment is created by the online booking system for someone with an existing patient fileIf an appointment is booked through the Blueprint OMS online booking system for someone with an existing patient (not QuickAdd) file, and the appointment type has one or more online forms associated with it, the online forms request will send to the contact's email address after the contact (either the patient or the patient's primary alternate contact) verifies the booking via email. The following are the criteria used to match new bookings to existing patients:
The online forms request will include the following forms:
In this case, the Blueprint OMS user is not at all involved with the online forms request. If the appointment is created by the online booking system for someone without an existing patient fileIf an appointment is booked through the Blueprint OMS online booking system, but the appointment is not matched with an existing patient file, and the appointment has one or more online forms associated with it, the online forms request will send to the contact's email address after a Blueprint OMS user verifies the incoming booking. This is the case even if the booking is matched to an existing QuickAdd file. The online forms included in the request are determined the same way as in the case of an online booking for an existing patient.
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If the appointment has associated forms and is being created by a Blueprint OMS user
Create an appointment as you normally would. If the event type has one or more associated forms and if the contact's communication preferences allow emailing, then, you will be prompted to send a request containing those forms after hitting the
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(picture - on hold until the standard online forms come out)
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There is the option to send the request to a tablet, provided one or more tablets are set up at your location. See: Setting up tablets. |
If the appointment type has no associated forms, you can still send forms in connection with it, but none will be pre-selected in the menu. To send forms in connection with such an appointment, right-click on the event in the scheduler and select Send online forms.
If online forms have been sent in connection with an appointment in the scheduler, that appointment will have a View forms option in the right-click menu, and the names of the forms will appear in the third column in the panel.
Appointments created by the online booking system
When an user at the clinic verifies an incoming booking, an online forms request will be emailed to the person who made the booking, if:
- The appointment type at least one associated form, which:
- Isn't already included in an Incomplete forms request for the patient
If it has the Only required once property, hasn't been submitted by the patient yet
If an online forms request is sent, it will not contain any of the forms that are part of another incomplete request that the patient has already gotten, or that are Only required once and have already been submitted by the patient.
Creating an online forms request from the Patient drop-down menu
With a patient selected, go to Patient > Send online forms. When you are selecting the forms that will be included in the request, badges will appear beside any forms that the patient has received as part of any past online forms requests.
(picture - on hold until the standard online forms come out - include status badges for completed forms)
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There is the option to send the request to a tablet, provided one or more tablets are set up at your location. See: Setting up tablets. |
Creating an online forms request from the online forms panel
In the Online forms module, hit the
button. Then, in the Send online forms dialog, select the forms you'd like to send, and next, supply a first name and last name for the recipient.Status title create request
(picture - on hold until the standard online forms come out)
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There is the option to send the request to a tablet, provided one or more tablets are set up at your location. See: Setting up tablets. |
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This way of creating an online forms request is meant to be used when there is not an existing patient/QuickAdd file to link the request. In this case, at least one of the forms being sent should have the Requires processing property, so that a new patient file can be created from the information that the recipient sends back in the completed form(s). |
What the recipient of an email containing an online forms request sees
Consider a scenario where we have a patient named Alice Jones, whose caregiver is named Brenda Jones, and we're sending a form named "Intake form."
If the request was sent in connection with an existing patient/QuickAdd with no primary alternate contact
If Brenda is not set as Alice's primary alternate contact, Alice will receive an email that looks like this:
(picture - on hold until the email template is finalized)
after you click the
button, you will be prompted to send an online forms request containing the relevant forms. By default, the forms associated with the appointment type will be selected, except for any that were only required once and already gotten from the patient, and any that are part of an incomplete forms request for the patient. At this point, the user may select or deselect forms as needed.Status title Create event
Optionally, enter a message to be included in the email. This will populate in the *|EMAIL_MESSAGE|* field of the email. Then, hit Send.
Any existing appointment on the schedule
Every appointment on the calendar, including those booked online, has an option in its menu to send online forms. If forms have already been connection with the appointment, there will also be the option to view those forms. This menu option is primarily meant for last-minute forms requests, especially to tablets. For example, if a patient was not emailed the forms because of his communication preference, the clinic can use the Send online forms option in this menu to send online forms to a clinic tablet on the day of the appointment.
Creating an online forms request from the Patient drop-down menu
With a patient or QuickAdd selected, go to Patient > Send online forms.
When you are selecting the forms that will be included in the request, badges will appear beside any forms that the patient has received as part of any past online forms requests.
If the request is sent to an email address and not a tablet, then you can optionally enter a message to be included in the email. This will populate in the *|EMAIL_MESSAGE|* field of the email. Then, hit Send.
Creating an online forms request from the online forms module
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This way of creating an online forms request is meant to be used when there is not an existing patient/QuickAdd file to link to the request. In this case, at least one of the forms being sent should have the Requires processing property, so that a new patient file can be created from the field data of the completed form(s). |
In the Online forms module, hit the Create request button. Then, in the Send online forms dialog, select the forms you'd like to send.
Finally, specify the recipient's details. If the request is being sent to an email address and not a tablet, then you will need to supply the recipient's email address. If the Online forms request email template has the *|EMAIL_MESSAGE|* merge field, then you can optionally enter a message to be included in the email. If the email template has the *|RECIPIENT_SALUTATION|* merge field, then you must enter the patient's title for the email. When all this information is set, hit Send.
What the recipient of an online forms request email sees
Consider a scenario where your clinic has a patient named Alice Jones who is cared for by someone named Brenda Jones.
If the request was sent in connection with an existing patient/QuickAdd without a primary alternate contact
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If the request was sent in connection with an existing patient/QuickAdd with a primary alternate contact
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If the request was not sent in connection with an existing patient/QuickAdd
with a primary alternate contactIf Brenda is set as Alice's primary alternate contact, Brenda will receive an email that looks like this:
(picture - on hold until the email template is finalized)
If Alice has a date of birth on file, Brenda will have to authenticate using Alice's date of birth in order to complete the form, which may pre-populate the existing information from Alice's file.
If the request was not sent in connection with an existing patient/QuickAdd
Alice or Brenda will receive the email according as whether the Blueprint OMS user who sent the request set the recipient to be Alice or Brenda. The email will be addressed to the recipient, and the same template will be used as is the request was sent in connection with an existing patient/QuickAdd with no primary alternate contact. There will be no date-of-birth authentication, and the and the form will not pre-populate any fields.| Expand | |||||
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