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Overview

In Blueprint OMS, there are three places from which users can send online forms requests to patients. 

  • Create an appointment
    • For an OAB, appointment > Verify booking
  • Patient > Send online forms
  • Online forms > Create request
Info
titleUser privilege

Only users with the ???????? (TBD) user privilege can create online forms requests.

Info
titleAlternate contacts
If an online forms request is being sent via email, and the patient or QuickAdd has a primary alternate contact on file, the email will go to the alternate contact's email address and be addressed to the alternate contact

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 requestRequired additional preparationBlueprint OMS user involvement in individual forms requestsIs 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?
Online booking system-created appointment: existing patientNone*Yes*Yes: only after the request is initially sent via email*Yes: linked to a patient file

Online booking system-created appointment: other

  • Enable online appointment booking
  • Associate online forms with event types*
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
  • Associate online forms with event types*
User initiates the requestCan be: user chooses email or tabletYesCan be: it is linked to whichever patient or QuickAdd file is linked to the appointment.
Patient > Send online formsNoneUser initiates the requestCan be: user chooses email or tabletYesYes: linked to a patient or QuickAdd file
Online forms > Create requestNoneUser initiates the requestCan be: user chooses email or tabletYesNo
A form's URL
  • Copy the form's URL and distribute it where appropriate
NoneOnly if the form is submitted to the clinic and resent to the respondentYes: after the respondent has created an instance of the formNo
Website iFrame
  • Copy the form's iFrame HTML and send it to your website designer
NoneOnly if the form is submitted to the clinic and resent to the respondentYes: after the respondent has created an instance of the formNo


* 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.


Info
titleUser privilege

Only users with the Send email user privilege can initiate online forms requests.


Info
titleAutomatic journal entries

When an online forms request becomes associated with a patient's or QuickAdd's file, a journal entry of the an Online forms-type journal entry is automatically created in the journalfile. The journal entry appears with a badge indicating the status of the online forms request.


Note

See: Ensuring reliable email delivery.


Creating

a

an online forms request in connection with an appointment

Appointments created by Blueprint OMS users

  • Create an appointment as you normally would.
    • If the event


    Info
    titleFor appointments booked online, forms may send with minimal Blueprint OMS user involvement

    If the appointment is created by the online booking system for someone with an existing patient file

    If 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

    forms, you will be prompted to send forms upon creating the event.
  • 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.
  • If online forms have been sent in connection with an appointment in the scheduler, that appointment will have a "view forms" menu option, and the names of the forms will appear in the third column in the panel.
    • Info
    titleView on tablet

    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.

    Appointments created by the online booking system

    This use case will be invoked when a user at the clinic verifies an incoming booking. It requires that:

    • The appointment type has one or more associated forms which:
      • Isn't already included in an Incomplete forms request for the patient
      • If it has the Only required once property, it hasn't been completed by the patient yet.
    Creating a

    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 first and last name entered in the online booking portal must match those on file; and
    • The phone number or email address entered in the online booking portal must match that on file.

    The online forms request will include the following forms:

    • The forms associated with the appointment type, except:
      • Any forms that are already included in an incomplete forms request for the patient; and
      • Any forms with the Only required once property that the patient has already submitted.

    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 file

    If 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, after you click the

    Status
    titleCreate event
     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.

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    Optionally, enter a message to be included in the email. This will populate in the *|EMAIL_MESSAGE|* field of the email. Then, hit Send.

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    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.

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    Creating an online forms request from the Patient drop-down menu

    With a patient or QuickAdd selected, go to Patient > Send online forms.

  • Wait until BPOMS standard online forms come out before adding more screenshots. Include status badges for past forms request in the screenshot.

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    Info
    titleView on tablet

    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 a request from the online forms panel

    Online forms > Create request, select

     

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    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.

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    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.

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    Creating an online forms request from the online forms module

    Note

    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. 

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    Finally, specify the recipient's details. If the request is being sent to an email address and not a tablet,

    supply a first name and last name for the recipient.
  • Not associated with a patient, but if the form has the Requires processing property, then the form will ultimately be used to create a new patient file.
  • May be attached to an existing patient after receiving it back, but only if the form does not have the Requires processing property.
    • Info
    titleView on tablet

    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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    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.

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    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

    Expand
    titleClick to expand...


    Info
    iconfalse

    If Brenda is not set as Alice's primary contact, Alice will receive an email based on the Online forms request email template. If the template includes the *|EMAIL_MESSAGE|* merge field, the Blueprint OMS user will have a chance to include a personalized message in the email.

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    Alice will then click to review the forms. If Alice has a date of birth on file, Alice will have to authenticate using her date of birth in order to proceed with the forms request.

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    Once the clinic receives Alice's forms back, Alice will receive an email based on the Online forms receipt email template.

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    If the request was sent in connection with an existing patient/QuickAdd with a primary alternate contact

    Expand
    titleClick to expand...


    Info
    iconfalse

    If Brenda is set as Alice's primary contact, Brenda will receive an email based on the Online forms request (alternate contact) email template. If the template includes the *|EMAIL_MESSAGE|* merge field, the Blueprint OMS user will have a chance to include a personalized message in the email.

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    Brenda will then click to review the forms. If Alice has a date of birth on file, Brenda will have to authenticate using Alice's date of birth in order to proceed with the forms request.

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    Once the clinic receives Alice's forms back, Brenda will receive an email based on the Online forms receipt (alternate contact) email template.

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    If the request was not sent in connection with an existing patient/QuickAdd

    Expand
    titleClick to expand...


    Info
    iconfalse

    The Blueprint OMS user decides whether to set Alice or Brenda as the recipient of the online forms request. An email based on the Online forms requestemail template will go to the email address entered by the Blueprint OMS user. The name of the recipient as set by the Blueprint OMS user will populate in the recipient fields of the email. If the template includes the *|EMAIL_MESSAGE|* merge field, the Blueprint OMS user will have a chance to include a personalized message in the email. If the email template includes the *|RECIPIENT_SALUTATION|* merge field, the Blueprint OMS user will have a chance to set the recipient's title.

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    The recipient, in this case, Alice, will then click to review the forms. Since the request is not associated with an existing patient or QuickAdd file, the recipient will not get the prompt to enter Alice's date of birth. 

    Once the clinic receives the forms back, an email based on the Online forms receipt email template will go to the email address that the Blueprint OMS user had entered initially for the request.

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