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Setting Up The Patient Web Portal

(@leeottaway)
Admin

Setting Up The Patient Web Portal

Once the web portal is activated you wll need to configure the portal for use with your practice. To do that please follow the steps below:

Step 1

Select "Patient Portals" and then "Configure Web Forms Portal" from the menu at the top of the screen.

Step 2

Select the "Web Forms E-Mail" tab. Now we will configure the e-mail that gets sent to your patient asking that they fill in whatever forms you have requested. Note their are fields on the left of the screen that you can insert into the e-mail by double-clicking them. Here's an example:

patient_portal_01.png

Please note: You MUST have the "Web Document Link" inserted somewhere into the e-mail as this is what the patient will click on in their e-mail to access their documents. All the other fields are optional.

Step 3

Often your patients will not check their e-mails before their appointment and will miss it, or because the e-mail contains a link it is common for e-mail clients to send the e-mail to the SPAM/JUNK folder so it does not get seen. Because of this there is an option to also send an SMS at the same time as the e-mail, informing the patient that an e-mail has been sent to them. See example below:

patient_portal_02.png
To send the SMS message, the "Send an SMS requesting the patient check their e-mail" box should be ticked. If you do not want to send an SMS leave the box unticked.
 
Step 4
Now select the "Customisation" tab. Here you can choose your practice logo by clicking on the yellow folder and browsing to the image file you want to appear on your web portal. This makes the portal more personalised to your practice. See below:
 
patient_portal_03.png
You can enter a default message which will be displayed when the patient goes to your web portal, however this can be left blank as a default message which we have created already appears for the patient to view. Here you can also:
 
  1. Set how long the patient has to complete the documents before they are no longer valid. This defaults to 7 days but can be made longer if you wish.
  2. You can also assign the documents that come back to a specific document category so that when you go to the patient record and visit the "Documents" tab, you can quickly narrow down those documents that have been completed on the portal.
 
The tablet category is not applicable to the web portal and is only used if you also are using the Sign-IT application so patients can fill in the same forms at the practice (if they have neglected to fill them in at home).
 
Step 5
Now select the "Forms Selection & Automation" tab. See below:
patient portal 04

On the left of the screen you can select the different forms you want to automatically send to the patient before the date of their appointment. The top two/three options are for:

  1. Sending a consent form if there are still consent questions that the patient has not answered in the past.
  2. Sending a new medical history form if the patient has not filled one in for 6 months or more.
  3. If you are an NHS practice you also have the option of sending a PR form is one has not been completed in the last two months.

You can also send documents that require a signature by adding a patient signature field to any of your document templates within the Bridge-IT word processor. You can also set up your own web based templates by going to "Documents" from the Navigation bar on the left and then to "Design Web Based Forms". You can for example, set up your own COVID questionnaire which can be sent before every appointment.

Under the "Automated Web Form Options" on the right of the above dialogue you can choose:

How far in advance you want to send the web forms request and at what time you want the forms to automatically be sent. This only applies if you want to send out the forms automatically. You can generate the requests for each appointment manually by opening a patients appointment in the diary and using the "Capture Data" option at the bottom of the dialogue.

Please note: If you are automatically sending web forms, only ONE PC at the practice should have the "Always use this PC for sending web forms" ticked. That will become the PC that does the automated sending each day.

Congratulations! You have set up the web form portal. Below is a quick review of what the patient will see.

Step 1

The patient receives an e-mail with the link that will take them to the online web portal.

Web Form EMail

 

Step 2

The portal uses 2 factor authentication to ensure only the actual patient can access their personal documents. They will be sent an SMS PIN code that they must enter to view their documents.

Web Forms PIN

 

Step 3

The patient is able to fill in all of the documents that you have requested. Once they have filled in and/or signed the document they will automatically be forwarded to the next document.

MH Signing

 

Step 4

The documents are signed, and when you open the patient record in Bridge-IT, all the documents will appear.

MH Signed

Medical histories will appear in the medical history section under the "Patient" tab of the patient record. All other filled in and signed forms will appear under the "Documents" tab of the patient record.

This topic was modified 6 months ago 9 times by S4D Administrator
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Topic starter Posted : 07/01/2022 9:08 am
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