Creating online forms requests

Overview

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?
Blueprint OMS user-created appointment	Associate online forms with event types*	User initiates the request	Can be	Yes	Can be: it is linked to whichever patient or QuickAdd file is linked to the appointment.
Online booking system-created appointment: existing patient	Enable online appointment booking Associate online forms with event types*	None*	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
Patient > Send online forms	None	User initiates the request	Can be	Yes	Yes, linked to a patient or QuickAdd file
Online forms > Create request	None	User initiates the request	Can be	Yes	No
A form's URL	Copy the form's URL and distribute it where appropriate	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	Copy the form's iFrame and send it to your website designer	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.

User privilege

Only users with the Send email user privilege can create online forms requests. (Check)

Automatic journal entries

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.

See: Ensuring reliable email delivery.

Creating 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 type has one or more associated forms, you will be prompted to send a request containing those forms after hitting the CREATE EVENT button.

(picture - on hold until the standard online forms come out)

View 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.

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)

View 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 an online forms request from the online forms panel

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, and next, supply a first name and last name for the recipient.

(picture - on hold until the standard online forms come out)

View 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.

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)

If Alice has a date of birth on file, Alice will have to authenticate using her date of birth in order to view and complete the form, which may pre-populate the existing information from her file.

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

If 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.

On this page