Creating patient forms

Before enabling the new patient forms features in Dentrix Ascend, you must create patient forms. After the new patient forms features are enabled, you can add patient forms as needed.

To create a patient form

1. If you are not already viewing the correct location, select it on the Location menu.

2. How to get there

   1. Do one of the following:

      • If the legacy patient forms are enabled:

        1. On the Settings menu, under Location, select Patient Forms.

           

        2. On the Patient Forms page, click Try New Forms.

           

        3. In the Try New Forms dialog box, click Set Up Forms.

           

      • If the new patient forms are enabled:

        1. On the Settings menu, under Patient Care, select Form Builder.

           

      The Patient Forms page opens on a new browser tab.

   On the Patient Forms page, click (or tap) Create Form.

   

   The All Templates options appear. You can create a form, starting from scratch or using a template.

   

3. Click (or tap) Blank, New Patient Registration, or Health History.

   The Form Builder page opens.

   

   The panel on the left contains all available elements that you can add to the form.

   • Sync - These standard elements correspond to patient information that can update data in your Dentrix Ascend database.

     

     Currently, the following demographics on a form can update a patient's record:

     • Preferred name.

     • Address.

     • Email address.

     • Phone number:

       • If a mobile phone number does not exist for the patient, the one entered on the form is added to the beginning of the patient's list of phone numbers.

       • If a mobile phone number does exist for the patient, and it matches the mobile phone number on the form, it is moved to the beginning of the patient's list of phone numbers (if it is not already the first).

       Note: Duplicate phone numbers are allowed in Dentrix Ascend only if they are assigned different types (such as Home and Mobile).

     • Title.

     • Suffix.

     Notes:

     • The ID Scan element allows a patient to use the camera on his/her mobile device to take a picture of a driver’s license to populate some patient information on the form automatically.

     • The Insurance Scan element allows a patient to use the camera on his/her mobile device to take a picture of an insurance card to populate some insurance information on the form automatically.

     The medical conditions and allergies on a form (see "Including Medical Alerts on Forms") can update a patient's record. Currently, only the "positive" responses (such as when it is indicated that the patient has asthma) can update the patient's record. The "negative" responses (such as when it is indicated that the patient no longer has a particular condition) do not update the patient's record.

     • If a medical alert does not exist for the patient, and that medical alert on the form has a positive response (the condition or allergy is active), it is added to the patient's list of medical alerts. An expired medical alert is considered not to be an existing medical alert in the patient's record.

     • If a medical alert does exist for the patient, it is not expired, and that medical alert on the form has a positive response (the condition or allergy is active), it remains in the patient's list of medical alerts.

     Notes:

     • For a medical alert that has been added to the patient's record, a note is included and contains the text "Indicated by patient via forms" and the date. Also, the default status of the "Show alert" and "Is permanent" switches for the medical alert assigned to the patient are based on the status of those switches for that medical alert in the medical alerts library, and the default value of the "Severity" grade for the medical alert assigned to the patient is "Select a grade," which indicates that the severity has not yet been specified by office staff.

     • For a medical alert that already exists in the patient's record and has been verified, the text "Indicated by patient via forms" and the date are appended to any existing note text.

   • Fields - These custom elements correspond to information that cannot update data in your Dentrix Ascend database.

     

   • Static - These static elements are for the presentation and functionality of the form. You can add text, such as headings and paragraphs. You can add images. You can add buttons, such as a reset button and a submit button.

     

   • Layout - These layout elements are for laying out the form. You can add tabs and steps to break up the form into smaller chunks instead of having one long form page to scroll through. You can add a container to group elements visually. You can add columns and lists.

     

   The center area is the form preview area. You drag elements from the left to the preview area and arrange those elements as desired.

   

   The panel on the right provides options for the form (if no element is selected) or a selected element on the form.

4. With the form container selected (not an element on the form), under Properties, enter a Name for the form.

   

5. Perform any of the following tasks to build/modify the form:

   • You can drag a Layout element, such as Steps, to the form.

     

   • You can drag a Sync element, such as Patient Basic Information, to the form.

     

   • To view a different step, select it.

     

     Then, you can drag another element, such as Responsible Party, to that step of the form.

     

   • To add a step, click the Add icon (plus sign).

     

     

   • Add other steps and elements as needed.

     Notice that, with tabs and steps, a Finish button is included automatically for the last item.

     

   • If you do not use steps or tabs, you must add a Submit button manually. Drag it from the Static elements list to the form.

     

     Important: If the form includes steps or tabs, a Submit button is added automatically to the form. However, if the form does not include steps or tabs, and you do not add a Submit button manually, patients will not be able to submit the form after completing it, so remember to include this element.

   • To change the label of an element, such as a step, select it, and then change the Label.

     

   • Here are some examples of changes you can make to elements:

     • Type and Content (for a heading).

       

     • Align (centered on form).

       

     • Required (a response is required).

       

     • List of selections (in this example, only one option can be selected). For the first option, enter a value and a label; for each subsequent option, click Add option, and then enter a value and a label.

       

     • Text, On label, and Off label (for toggle/switch)

       

   • To resize an element, drag its edge to the left or right.

     

   • To remove an element, select it, and then click the Remove button (trash can icon).

     

   • The vertical toolbar to the left of the preview area allows you to switch from editing the form to previewing the final look and functionality of the form.

     

6. Click Settings.

   

   The Form Settings page opens.

   

7. Specify a frequency and the locations of your organization that this form is available in.

   • The specified Form Frequency determines how often patients must complete the form.

   • The form applies only to patients whose preferred location is one of the selected locations.

8. Click (or tap) Save & Close to return to the Form Builder page.

9. Click (or tap) Finish.

   

   You are returned to the Patient Forms page, and the form you created appears in the Forms list.

   

   Note: By default, the Status of the form is "Unpublished."