Virtual Office Suite Custom Form Builder Guide

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Virtual Office Suite

Custom Form Builder Guide

Version 1.0.4 7/25/2008

Medfusion Implementation 877-599-5123 x2

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impteam@medfusion.net

TABLE OF CONTENTS

Section 1 Medfusion Custom Form Builder

A. Getting Started B. User Access C. Notifications

Section 2 Create a Custom Form

A. Your Custom Form B. Categories

C. Questions

D. Follow-Up Forms and Questions E. Form Layout

F. Publish/Un-publish

Section 3 Custom Form Builder Menu

A. Forms B. Categories C. Questions D. Images E. Output F. Help

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SECTION

Medfusion Custom Form Builder

A. Getting Started

The Custom Form Builder is available as an added solution to the Virtual Office Suite which allows you to create, manage and publish your practice’s forms to your website for patients to complete and submit to you securely through the Practice Portal. This

solution can only be activated by a Medfusion representative.

Organizing your paper forms – Before you begin, think about the paper form(s) your

patients are currently required to complete, and select which form(s) you will have them complete online. Confirm the name or title of each form and that it is the most up-to-date version. Finally, review and update the questions you want to ask the patient on the form.

1) Merging Forms

If you require new patients to complete several different forms, you might consider merging them into one continuous online form for new patients, and name it “New Patient Registration.” Other individual forms, like “Medical Records Releases,” can be built as separate forms online.

2) Reviewing Questions

When reviewing the questions on your form, you might consider providing answer choices for a patient to choose from. Please remember that some

questions might not apply to all patients, so including an answer choice of “none,” “not applicable (n/a),” or “other” will help those patients in answering the

questions of your form.

B. User Access

The Custom Form Builder solution may be accessed by all users that have access to the Site Generator™ for creation and management of forms. The access link, Manage

Custom Forms, is located on the main group page of your Site Generator™, under the

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1) Access to completed forms by Personnel Type

You may add/control which personnel type authorized to enter the Secure Practice Portal™ (staff login) and view the completed forms.

a. Add/Control Custom Forms access by personnel type

i. Click Manage Personnel Types and Permissions, under the “User Management” grouping of the Site Generator™.

ii. Click Manage Solutions for an existing personnel type (or) highlight the appropriate personnel type and click “Add Personnel Type”.

iii. Check the box next to the solution, "Custom Forms".

iv. Repeat this process for each personnel type that you want to gain access by using the filters at the top of the page for personnel types.

b. Add/Control Custom Forms access by user- once a particular personnel

type is given access, you must activate the solution for each individual user of that personnel type.

i. Click Manage Personnel Types and Permissions.

ii. Click Manage Permissions beside the appropriate staff type.

iii. Choose filters for staff type, available solution (Custom Forms), available locations, and available users, and click “View Permissions”.

iv. Check “Enabled” for each user that should have access, or check “All” if every user returned with the chosen filters should have access.

v. Repeat this process for each personnel type by choosing new filters at the top of the page.

C. Notifications

Now the solution needs to be configured for Notifications. Recipients of the notification will receive one email notification per hour, at the top of the hour, only when new forms are completed and regardless of how many new forms have been completed.

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You can also login to the Secure Practice Portal™ at any time to check for completed forms regardless of the notification system.

1) Click Manage User Notifications, under the “User Management” grouping of the Site Generator™.

2) Under the group “Custom Forms,” click on Settings next to “Patient has completed an eForm”, if your form type is any other than Registration. 3) If your form type is Registration, click on Settings next to “Pre-registration

Completed”.

4) Select a recipient from the drop-down menu of users; this list is populated from access given to individual users (see Section B.1.b above). You may hold your “Ctrl” key down to select multiple recipients at once.

5) Select the specific location or --all locations--, as applicable.

6) The “Subject” text box is available for you to type a custom subject title for the email. For Example: “A custom form has been completed”.

7) Click “Add Settings” to save and then “Finished Settings” to exit.

8) Once notifications have been configured, you are able to review the setup and either update the Subject or remove the recipient from the list. To save either update, click “Update Settings” to save changes.

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SECTION

Create a Custom Form

A. Your Custom Form

The form(s) that you are creating is for your website and your patients with a user name and password only. Access to the completed forms will be completely HIPAA

compliant, as only the personnel you grant permissions to will be able to access them. As such, you may create any type of form online that you would have a patient complete on paper.

1) Once you have completed the “Getting Started” section above:

a. Click on the Manage Custom Forms link in the Site Generator™, under the “Interactive Solutions” grouping. The Custom Form Builder will open in a new tab or window of your web browser.

b. Click on Create a Custom Form.

c. Choose a Form Type from the drop down available:

i. "Custom Health Form" is the default form to choose if none of the other scenarios below apply.

ii. “VOV” is used with the Virtual Office Visit solution if you choose to use a custom form for that feature.

iii. “CCR” is used with the Personal Health Record solution. Currently the only form available to be used with Personal Health Record is the

standard Medfusion version.

iv. “Referral” will be the form presented in Medfusion Referral Portal. {coming soon}

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v. “Registration” will be presented to the patient under “Health Forms”. You may only have one form with the type of “Registration”. When a patient creates a new account, the “Registration” form will be presented to the patient before any others. If you have integration with Misys Tiger, your Medfusion Implementation Project Manager will publish the integrated form for you.

vi. “Follow up” – This is used in a situation where you want to ask a set of questions based on the answer to a general question. For example: “Are you a new patient?” would be the general question, and if the patient answered “Yes”, they would be presented a “New Patient Registration” form that you build as the “Follow up” form type. The Follow-up form will only be presented to the patient to answer if the patient selects the answer that triggers it, and the first form has been completed. Please see Section 2.D for more information.

vii. “Appointment Request” is used with the Appointment Request solution if you choose to use a custom form for that feature.

d. Type your form’s title in the Form Title text box. *** Keep in mind *** this title will appear exactly as typed in both the Patient Portal for your patients to select and for your personnel to choose from in the Secure Practice Portal™. If a particular form relates to a particular specialty or provider in your

practice, you may indicate that in the title; in the same token, if a form should only be completed by new patients, you may indicate that in the title.

e. Next, type the form’s instructions to appear at the top of each page. (Basic HTML tags can be used here to format the text – please see the explanation at the end of this section for which tags are allowed.)

f. Next, type the message you wish your patients to see upon completion. This message can be used to thank them and to direct them to complete any remaining forms. (Basic HTML coding can be used here to format the text – please see the explanation at the end of this section for which tags are

allowed.)

g. Next, you choose Yes or No to “Allow file attachments” to the form the patients are completing (for ex.: their medical records, an image, a file of a completed paper form).

h. Click “Save” to complete this page.

Basic HTML tags allowed (as noted above):

<a>,<b>,<br>,<hr>,<ul>,<ol>,<li>,<i>,<u>,<p>,<table>,<tr>,<td>,<strong>, <span>,<div> and <strike>

B. Categories

Add Categories to your form. This will help organize the sections of information on the output of the form. Additionally, by grouping your questions into categories, you will be able to arrange the order of how the patient completes the form online.

1) Click on the drop down list next to Category- an alphabetized list of categories is available for you to select from. Click on the Category you find that best matches your need.

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2) If none in the list are appropriate, click the Add a Category to Master List link on the left margin; you may type your new Category in the text box and click

“Save Category” and it will be added to the master list. Click on Manage Your Forms, find the form you were working on, and click Edit to return to the “Add

Categories” tab to select the new category you added.

3) Next you can indicate the “Staff Access” for this form by Personnel Type. Click the circle in the appropriate column for each Personnel Type; you may give all personnel types the same access by just assigning the ‘All’ or assign by specific type. **Note: User access to the Custom Forms tab within the Practice Portal is outlined in Section 1.B – “User Access”.**

4) Next, assign your “Patient Access level”- this will allow patients to view or edit their information in the form after the initial completion. ** It does NOT mean that they can edit the actual form you composed.**

5) Next, you may choose to type a “Category specific instruction”. (Basic HTML tags can be used here to format the text – please see the note at the end of section 2.A for a list of the specific tags allowed.)

6) Then you can choose the “Layout Style” of the questions & answers for this category; top down or side by side (see examples on the next page). This will affect how the questions are presented to the patient online, and how the PDF/TIFF output will be presented in the Practice Portal. (“Side-by-Side” typically results in a shorter printout.)

7) Click “Save.”

“Side-by-Side”

First Name

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Middle Name Last Name * Address Line 1 * Address Line 2 City * State Choose One

*

“Top-Down”

Employer's name

Occupation

Work phone (like 999-999-9999)

Driver's license state and number

Hints:

• The layout style for each category of a form may be different.

• Categories with many “Yes or No” type questions do well with the “Side-by-Side” layout, while categories with long-worded questions are easier for the patient to complete in the “Top-Down” format.

• You may change the layout style for any category in the future.

C. Questions

**Please read the note in section C.5.b below before beginning**

Once you save your Category above, you will then be directed to the page below to add Questions to that Category:

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1) Click on the drop down list next to Question- an alphabetized list of questions is available for you to select from.

2) Click on the question you find that best matches your need. (You must choose one in order to move on.)

3) If the question is not worded exactly as you would like, then you may alter the wording of the question to your needs by typing the desired phrase in the

Question Label box. Your new question label will appear on the form in place of the one selected from the drop down. (Basic HTML tags can be used here to format the text – please see the note at the end of section 2.A for a list of the specific tags allowed.)

4) If none in the list are acceptable, then Click Add a Question to Master List link on the left margin. You may type your new Question in the text box, select the gender to which it applies (“Both” is the default), and click “Save Question” to add it to the master list. **Note: This is the only way to apply a gender-specific filter to a question. You can use the same gender-specific question multiple times within your form by selecting that question and overriding the wording in the Question Label box. If the question is gender-specific, the question will only be presented to patients of that gender (as they indicated when they created their account online).**

5) Next, choose “Custom Answer” OR “Standard Answer” as the answer choices for your question.

a. “Custom Answer” will allow you to provide your own options for answer choices.

b. “Standard Answer” will allow you to choose from available Standard Answer Sets. These Standard Answer Sets ask common questions for each “type” of information needed from the patient. See “Tips” at the end of Section C for more information.

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If you plan to use one of the available Standard Answer set for a question(s), this question MUST come first, at the top of the page before all the custom answer questions. A good suggestion of how to do this is to give each of these question(s) its own category and page of the Custom Form you are building, or be sure it appears first.

6) If you select “Custom Answer”, choose a “Display Format for Answer” from the drop down list. You may click the Display Format for Answer link for an explanation of each format: radio, text, checkbox, text area, select, date. a. “Radio” allows the patient to select one answer choice. You must provide

available answer choices for this format. b. “Text” allows the patient one line of free text.

c. “Checkbox” allows the patient to select more than one answer choice. You must provide available answer choices for this format.

d. “Text area” allows the patient multiple lines of free text; this is helpful when you want the patient to “describe” or “list” details.

e. “Select” allows the patient to select one answer choice from a dropdown menu. You must provide available answer choices for this format.

f. “Date” allows the patient to select a specific date from a Month/Date/Year dropdown. You must provide the range of years you want to offer. 7) When choosing the Custom Answer display formats of “Radio”, “Checkbox”,

“Select”, or “Date”, you must provide the answers for the patient to choose from in the Answer Choices field. To do so, a pipe ( | ) must be entered between each choice. {The pipe is created by holding your Shift key and striking the key above Enter/Return (the “ \ “ key).}

For example, the radio example below would have the following listed as its “Answer choices”: Spouse|Parent|Guardian|Partner|Other

Emergency Contact Relationship to patient

Spouse Parent Guardian Partner Other *

8) Next, you indicate if this question is “Required” (“Yes” – the default, or “No”). Please note: the patient will not be able to continue if a required question is skipped.

9) Next, you indicate if this question is “Age Specific” (“ALL” – the default, “0-12”, “13-19”, or “20 or above”). The question will only be presented to patients of the age you specify, as determined by the date of birth entered when they create their account.

10) Next, you indicate if this question is for “New or Returning Patients” (“Both” is the default). “New” will only present the question to patients who have never completed the form before, while “Returning” will only present the question to patients who have completed the form before. (“Returning” can be used for questions of the Annual Health Questionnaire variety.)

11) Each Question page allows for three questions to be added. You must repeat the process above for each question, then click “Save Questions” at the bottom of each page.

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12) You may add an unlimited number of Questions to each Category, just only three at a time. When you click “Save Questions”, the decision page below will appear, asking “What do you want to accomplish next?”

a. Add more questions to Category will allow you to add more questions to the specific category. Additional questions will be added below the last question saved.

b. View Questions of Category will allow you arrange the Question Sequence of questions already added. You will also be able to edit and delete questions, as well as add follow-up questions or forms for questions with “Radio”, “Checkbox”, or “Select” answer formats (see Section 2.D for more information).

c. Add a new Category to your form will bring you to the “Add Categories” tab, where you can begin the process of adding an additional category and questions for that category.

d. Done with Categories and Questions will proceed to the next step, “Form Layout” (continue to section 2.E of this manual). To review the categories and questions you have created, click on the “View Selected Categories” tab:

i. Add Questions to Category – add new questions to the end of the category.

ii. View Questions of Category- arrange sequence of questions, edit/delete questions, or add follow-up forms or questions where applicable.

iii. Edit Category- change permissions, instructions, or layout of the category.

iv. Delete Category- deletes the category and any questions associated with it. **Categories and questions CANNOT be recovered if deleted.**

Tips:

• To view the questions that are associated with Standard Answer sets, you can create a “test” question and choose the Standard Answer set you are curious

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about. You can complete the form layout assignment (Section 2.E) for that category, and click on the “Preview” tab to see the questions of that answer set. Then, return to the category questions to edit the Question Label or to delete the question entirely if the standard answer set was not what you were looking for.

• The “Demographics” Standard Answer set will automatically pull in the details entered by the patient when they created their account, and will allow the patient to edit all fields except Date of Birth and SSN (if applicable for your practice). This will save the patient from typing this information twice. • The “Insurance” Standard Answer set will show the insurance companies you

enter in the Site Generator, under Manage Group Insurance under the “Group Details” grouping.

D. Follow-Up Forms and Questions

1) Follow-Up Forms

If a different form is presented to a patient based on the answer given to a specific question (i.e. Are you a new patient? check Yes or No), follow-up forms may be added. The patient will be directed to a different form based upon their answer to a specific question. In order to do this, all forms need to be published. Since there can only be one for type “registration”, the question “Are you a new patient?” would be the registration form, the other two forms should be form type “follow-up”.

a. Once the forms are published, go to “Manage Your Forms”, click “Edit” for the form you want to attach follow-up forms to, “View Selected Categories”,

“View Questions of Category”, then find the question that will determine

which form the patient will need to fill out. Click on “Manage follow-up

Forms”.

b. Click “Add a follow-up form”. From the “If Answered” dropdown menu at the top, select what answer the patient will chose and then check which form they will fill out if that answer is selected. Then click “Save”. Do this for all the possible answers of the question, if a different follow-up form should be completed for each.

c. When the patient completes the forms online, the follow-up forms will be presented to be completed at the end of the first form. If multiple follow-up forms are triggered, they will be presented in the same sequence as the

questions that triggered them. The first form and any follow up forms will be shown as separate forms in the Practice Portal.

2) Follow-Up Questions

Some questions in your form may not require an entire follow-up form of questions, but instead, just a question or two for additional information. For example, if the question is “Do you smoke?” and the patient answers “Yes”, a common follow-up question would be, “If so, how many packs per day?” The patient would be required to answer the follow-up question if they answered “Yes” before completing the form. If the patient answered “No”, and no

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follow-up question was associated with that answer choice, the follow-follow-up question will not be presented to them, and therefore, will not need to be completed.

a. When editing your form, go to View Selected Categories and View

Questions of Category to review the questions you’d like to add follow-up

questions to.

b. For any question that has the display format of “Radio”, “Checkbox”, or “Select”, you will have the option to Add a follow-up Question.

c. From the If Answered dropdown menu, choose the answer you’d like the patient to choose, select a question, and type in the Question Label box how you want the question to appear. Choose your answer and provide answer choices as applicable. Click “Save Question”, and you will be taken to view the questions of that category.

d. Repeat this process for any follow-up questions you would like to add to your form.

E. Form Layout

After you have finished adding Categories and Questions to your form, you will need to determine the layout of how the form will appear to the patient online. You can arrange each category onto a “Page” of the form, and within each page, order the “Sequence” of how the categories will be presented to the patient. Please Note: the “Page” refers to the webpage as viewed by the patient- not the output you see in the Practice Portal.

1) Select the Page number from the drop down list for each Category.

2) Select the Category Sequence for that page. (See image example blow – with one Category per Page.)

3) Click “Save.”

***Remember to assign categories with Standard Answer Sets to the FIRST category sequence on a page.***

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You will now be taken to the Preview tab, where you can preview your form. If you do not see your categories and sections, return to the Form Layout tab to make sure pages and sequence are assigned and saved for your form first.

F. Publish/Unpublish

After arranging the Form Layout you will be directed to the Preview page. You may edit and repeat any of the steps above if you find any errors or omissions.

Please Note: there is currently no spell check option, so please review carefully. You may copy and paste the text in the Preview pages into a word-processing program, and use that software’s spell check option to aid in this detail.

1) When the form is completed, you must “Publish” the form to have it appear in the Health Forms section of the portal on your website. Click on Publish once it is ready to be used.

2) You may leave the form “Unpublished” and return to it again for completion under Manage Your Forms any time. (See Section 3 for more details.) 3) You may “Unpublish” a form at any time to remove it from the portal, and

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SECTION

Custom Form Builder Menu

A. Forms

1) Create a Custom Form – Starts the process of building a new form. 2) Manage Your Forms – Manage the forms you have created, which will be

divided into “Published Forms” or “Unpublished Forms”. You do not need to unpublish a form to make changes.

a. Published Forms have the following options: i. Edit – Make changes to form.

ii. Copy – Create a copy of the form if you want to use a category

already created in multiple forms

iii. Unpublish – Removes the form from the portal on your

website. Patients will not be able to access the form until it is published again.

iv. Manage Filters – Choose which location or provider this form

is applicable to. If you want to set up specific filters on a form for both location and provider, the form itself can only be used for that specific pairing of filters; otherwise, the filter will not take effect. Once the filters are applied, the patient will only see the forms for the location or provider they choose. The default is for all locations and providers.

v. Preview – View the pages and questions of your form. b. Unpublished Forms have the following options:

i. Edit ii. Copy

iii. Delete – Deleted forms CANNOT be recovered – please

make sure you want to delete the form before choosing this option.

iv. Publish – Adds the form to the portal on your website. Patients

will be able to complete the form.

v. Preview

3) Import/Export Forms – Please contact your Medfusion Implementation

Manager for assistance with this option. Only forms created in Custom Form Builder can be imported.

B. Categories

1) View Master Category List – View available Categories.

2) Add a Category to Master List – Add a Category to the list, and be sure to

type the Category name exactly as you would like it to appear.

C. Questions

1) View Master Question List – View available Questions, and the

gender-specific filter for each.

2) Add a Question to Master List – Add a Question to the list; this is only

needed if gender-specific questions need to be created. (The filter for most questions is set for both genders.)

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D. Images

1) View Master Image List – View any images that you have added to the

Custom Form Builder, along with the image URL for each. (The Image URL is used to add an image to a question. See “How To’s” in the Custom Form Builder for instructions.)

2) Add Image to Master List – Add images to be used in questions. Only JPG

or JPEG files under 2MB can be added.

E. Output

1) Configure Output File Names – Choose how you want to configure the

filename for PDF or TIFF output files:

a. Patient Id + Form Title + Completed Date – This is the default.

Ex: EMR192823_REGISTRATIONFORM_04122008.pdf

b. Patient Id Only – Ex: EMR192823.pdf F. Help

1) How To’s – A very quick overview of how to use the Custom Form Builder. 2) Home – Return to the start page of the Custom Form Builder.

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