If logging in through the admin portal: Practice ID: 22866
Intro During Slide Presentation:
Alright everyone let’s get started. My Name is ___ and today I will be walking you through the Onboarding webinar.
Option if someone is joining you. (Along with me is ____, who will be helping me answer questions and providing links to our guide when necessary.)
I will start by going through the product from beginning to end and will end the call with questions from the group.
Ok let’s get started.
Open FormDr Demo Account to Send + Receive Page:
Once you log into your account you are going to be landing on the Send +
Receive page. This is going to be the main area where you can email and text forms out of our platform and where all the submissions will land once the patient has filled them out but, one of the very first areas I like to start off with is my account.
Click the My Account Tab:
The reason I like to start here is because this is where you can update your admin information, business information, and if you are on a pro plan and up this is where you can invite additional users.
First item is your admin information. This is going to be the first tab located under my account.
Once you click the ‘My Account” tab this is the first page that will load. Here you can update your name, email, and business name. Just remember if you update your email this will be your new login moving forward. Once you have your information updated click ‘Update Account.’
Next, we have email subscriptions.
Here you can turn on and off the different notifications depending on whether you want to receive an email or not.
‘Received Form Alert’ will notify you when you have a new patient submission and ‘Form Builder Alerts’ will notify you once changes have been made to your packet.
Click the Location Tab:
Once you have updated your information you will want to update your ‘Location Information.’
The ‘Location Information’ is located under My Account > Location.
There are three items you’re going to want to update. The account name, phone number, and the reply to email address.
These are the three items that your patient will see whenever you email the forms out of our platform or if the patient choses to ‘Save and Continue Later.’ It’s best to go ahead and get this updated and again that’s going to be My Account, Location, and you’re just going to want to make sure to update the Account Name, Phone number, and the reply to email address. These are the only three items
that your patient will see whenever the forms are emailed through FormDr. Once you have updated your information click ‘Update Account.’
Click the Users Tab:
If you are on a ‘Pro Plan’ or higher you will have the ability to invite additional staff to your account.
To do so go to ‘My Account’
And click on ‘Users’ and ‘Invite a user.’
Here you will enter their first name, last name, and their email address.
After entering this information, you will want to set their permissions.
For most staff members we recommend these four items right here.
(Check: View Patient Data, Modify Patient Data, Send Forms to patients, records)
This is going to give them everything they need to send and receive the forms as well as view records.
Records are going to be your older submissions that have been archived underneath the records tab.
These four items have everything that a staff member needs in order to use the account on a day to day basis.
If you are planning on inviting anyone who is like an office manager or perhaps running the account on your behalf, then we would recommend these settings. “Manage forms and packets” and “full administrative privileges.”
(Check: Manage Forms and Packets, Full administrative Privileges)
“Manage forms and packets” gives the user ability to log in and update your forms. If you have a question that needs to be updated or even just some required fields that need to be updated this user will be able to log in and make those changes.
“Full Administrative privileges” gives them access to your users tab. If you have new staff join or if you have staff leave, this user will be able to login and add or remove staff members.
Finally, the one I always like to like to go over with everyone is practice integration.
This is going to be completely up to the account owner. This permission allows the user to download everything out of the account and gives them access to third-party integrations. This is going to be up to the owner as far as whether they want to give any staff members the ability to download everything out of the account.
Once you have set your permissions click send invite at the bottom of the screen.
The user is going to receive an email asking them to enter a phone number and create a password. Once they have completed those two items they will have full access to the account depending on the permissions given.
As far as the “My Account” section goes these are the three items that I like to go over with everyone.
To recap, the first tab is going to be your admin information.
This is the area to update your login and email notifications.
Second tab ‘Location’ is to update your business information.
Finally, if you are on a ‘Pro plan’ or higher the users tab is to invite additional staff members.
Click to the My Forms page:
The other item of course is going to be your packets. All packets are going to be located under the “My Forms” page.
To view the packet, click on the unique URL located here. Once you click on the link it will open in a brand-new window.
Here, I like to point out that our logo and
the send forms button at the top only show whenever you’re logged into the account. Your patients will only see your practice name and the name of your packet at the very top.
The only person that’s going to see our information is the person that’s logged into the FormDr account.
As a reminder, you do have full control of your forms and can make edits or updates at any time.
(Go back to my forms page.)
To edit or update your forms go back to the “my forms” page and click the three dots on the far right hand side of the packet you want to edit.
After clicking these dots, you will notice a drop down along with the option to “edit forms.”
When you click “edit forms’ it takes you into our form builder. Our form builder is a four-step process.
(Highlight the 4 steps at the top.)
The very first step allows you to add additional forms to your packet.
If you need any additional forms in the future, you can come down here and build a form yourself from scratch, you can also import and edit any of our templates.
The import form button allows you to make a copy of an existing form and if you are on a pro plan or higher you the option to upload a word or pdf document for our team to build.
We will then take those documents, rebuild your form, and notify you once it’s been published.
Once you have your forms setup, click next to build on the bottom right-hand side of the page. This button will take you to step two build.
(Make sure to point out the buttons on the bottom right side, people tend to miss this.)
Click Next To Build:
Step two build allows you to adjust the questions, the form order, and your required fields.
To adjust required fields, hover over the question and as you can see these little orange pencils are going to start popping up.
When you click that orange pencil it’s going to open with some additional settings. The very first option being required.
When I turn it on, it’s going to turn orange and this red asterisk will appear so that both you and your patient knows it’s required for them to fill.
When you are done with your settings you can click the white pencil here or click done at the bottom.
(Repeat with other questions and make it required)
The final item is going to be text. I know some of the forms have consent, office policies, or even some financial information that sometimes need to be updated.
Updating this is the same as questions. We’re going to hover, click that orange pencil and it’s a normal text editor.
You can type anything you want, delete anything you don’t want and then again it’s clicking the pencil or done to close it back up.
Once you have gone in and you’ve updated your text and questions you’re going to keep going forward in the form builder.
Click Next To Style:
Click ‘Next to style’ on the bottom right-hand side of the page. This is going to take me to Step Three Style.
(Make sure to point out the button on the bottom right)
Step Three Style is where you can update the overall look and style of the packet.
As you can see right here on the packet it just says FormDr but, I know a lot of practices have logos and would prefer their logo vs plain text.
To add your logo we’re just going to come over here on the left hand side of the page and we can see that my options have updated.
Click on ‘logo file’ and it’s going to give me the option to choose. Click here and a pop up will appear that will let you select a file from your computer.
(Upload a logo for the client to see)
Once you have selected the file you can see that the text will go away and now your patients will see your logo.
Another item most users like to update is the background color. To update your background color scroll down to Background, and select ‘background color.’
Here you can enter the hex color code or user the sliders to adjust to the color you want.
(Change the background color)
I’ve added my logo, changed my color and now I am ready to publish.
Click Next To Publish:
When I click ‘Next to publish’ on the bottom right-hand side this is where I can finalize my packet name.
Right now it says ‘my form’ but, I want to change that to ‘Registration packet.’
To make this update, click the 3 dots and select ‘Edit Name’. Rename your packet and click ‘Save Name’ to finalize the change.
The very last step, we will want to click ‘My Account’ or ‘Finished Building? Go to My Account’ to save and publish all changes.
Click My Account:
Now that you are on the ‘Send and Receive‘ page everything has been saved and published and now whenever I reload my form I should be able to see the changes that we’ve made.
Open and reload form:
We can see here at the top my logo has been changed, my colors updated, and now my required fields and text are also updated.
At this point I’ve updated my packet and I’m ready to start sending it out to my patients.
Go To the My Forms Page:
As far as sending it out you do have multiple options.
First, I like to start with the my forms page since 3 of those options can be found here.
Adding a link to a Third Party Program:
First, we have the URL that can be added to any third party program.
This is generally good for anyone who is using a work email to send out welcome emails or appointment reminders. You can copy this link and paste it in those emails. The link does not change so if you plan on updating your packet, you do not have to worry about updating the link because the link will remain the same.
Embedding the Forms on your Website:
The second and third options can be found under your packet settings. Here you will find the Embed code and the QR code.
To view this information, click the three dots on the right hand side and click “Settings”.
Under settings you will see two areas with code you can place on your website. One set it to embed a code, another to add a link.
The first is a link that says, fill out my form online and when they click it it’s going to open in a brand-new window just like this.
The second is an embed code which is like copying and pasting the form directly on to your website.
It’s really up to the owner as far as how they want it to look on their website, but you can use either one of these options.
If you have a web developer or anyone who helps you manage your website, you can enter their email address here and it will send the web developer both pieces of code and from there they can help you decide which one looks best for your website.
Downloading and Printing the QR Code:
Next you have the QR code. This is ideal for anyone who accepts walk-ins or for those who have patients that always “forget” to fill out their paperwork at home.
You can download and print the QR codes for patients to take a picture using their cell phone.
They’ll take a picture of the QR code and from there the form will open on their device. They can fill out the form
in the office using their own cell phone so you don’t have to worry about handing them a clipboard or even handing them an iPad they can do everything on their phone.
Once you have everything that you need click close at the very top on the right hand corner and that’s just going to close all the options back up
Email and Texting Forms:
Next, we will review the “Send + Receive” page where you have the option to email and text.
Honestly this is the easiest one because everything can be done from this box.
All you have to do is type your patient’s name, select the packet you want to send, and enter their phone number or email.
You can send one at a time or you can do both at the same time. If you do both the patient’s will receive an email and a text message. This is up to you and the patient, but you do have both options available.
We also give you the option for an appointment date and time reminder. This is completely optional but all you have to do is click and select the day of the patient’s appointment, select the time of their appointment and from here it’s going to give you the option of an automatic 24-hour reminder.
This reminder only goes out if the patient doesn’t complete the form within
24 hours of their appointment time and it is optional so you can come over here check or uncheck depending on whether or not you want to send them any additional emails.
Once ready, we’re just going to hit “send forms.” Once I send it out it’s going to look like this every time.
(Show pending submission in “Receive” forms area.)
FormDr will show the name of the person you sent it to, the name of the packet, the time you sent it, and it’s going to have the status of “not opened” which means you sent the form out successfully and now you’re waiting for that patient to get that email or text and click on the link.
(Take the link you emailed to support and copy it into a new tab.)
So, I am just going to open my email and grab the link so that you all can see what this update looks like.
As you can see, once I open the link and refresh my page it now says “open”.
Now I know the patient has received my email or text and at this point I’m just waiting for them to complete the form.
(Fill out the form as a patient would.)
As a patient I am going to open the form and fill out all the required fields.
Now, lets say I have run out of time or I don’t have all the information I need to fill out the form. I can scroll to the bottom and click “Save and Continue Later.”
Here it will ask me to enter my name and create a password.
Once I have done this it will update in FormDr as “Saved Progress” and the patient will receive a new link with their saved information.
(Show where it will update to saved progress.)
Once I am ready to complete the submission, I will answer the questions. If they are on their computer, they can sign using their mouse, if they’re using a smart device such as an iPad or even a cell phone they do have the ability to use their finger or even a stylus to sign their name.
Same for uploads. If you are collecting photo ids or even insurance cards and they’re on their computer they will have the option to upload that information for you if they’re using their cell phone or a tablet, they have the option to upload or they can also open their camera and take a picture.
Once they click submit and land on the thank you page the patient has completed the form and now the practice is going to receive an email notification letting you know you have a brand-new submission in your account.
When I log back into my account the pending submission is going to turn dark blue, so now I know that the patient has completed the form and it’s ready for me to review.
To view the information, you can click on the submission and see everything they filled out.
If you are collecting insurance information or photo ID’s I know sometimes that those images do need to be printed out separately so you can always come over here, you can click on the image and it will show you the largest view. You can even download it and print it out.
You also have the option to download everything into a csv format which is basically an excel sheet or download everything as a pdf and of course you can always print out everything if you need to.
The final step once your patient is gone for the day and you have finished the paperwork is to archive.
Archiving a submission will remove the submission from the “Send + Receive” page so that all submission here are your new or your pending patients and everyone else is filed under the records tab.
Records:
The Records tab you can think of as a file cabinet. This is where your submissions will be stored once you have archived.
Here you can click on the record to see the submission. You will still have access to view the data as well as export a CSV file, pdf and of course print.
It will be completely up to the practice on whether or not they want to store submissions with us. We DO NOT delete any submissions out of your account. It
would be up to the practice if they decide to delete and of course if you want to delete, you’re just going to hit select and select the record and put it in the trash.
Once you put it in the trash it will go over here under the trash bin where you do have the option to restore if it was a mistake and of course you can always delete permanently.
Again, we do not delete anything for you so it would be up to you to come in here and delete anything that you no longer want to store with us.
Integrations:
As an alternative if you are looking to download copies we do have third-party integrations you can connect to.
If you are looking for a PDF copy you can connect to google drive or even dropbox.
This is an automated process that’s going to download a pdf copy of all your submissions.
If you’re just looking to collect the data you can connect to Google Sheets. Google Sheets will download all submissions into an excel format with the questions and answers being in the rows and columns.
We do also have third-party integrations if you are on a Pro plan or higher with Athena, Epic, MindBody and Modernizing Medicine.
If you are collecting payments, we do have an integration with Stripe and a HIPAA compliant integration with square.
Support:
The final option that I always like to let everyone know about is support. To connect to our support team if you go to my account and click on support. Here we have a guide that shows you how everything works with FAQ and videos. You can also submit any questions you may have here, and our support team will respond back and answer those questions for you.
Q&A End:
Other than that, that’s pretty much the basics of how you would use the account on a day-to-day basis.
If anyone does have any questions, please submit those at the very bottom of the zoom page.
There is a Q and A section where you can submit any questions.
(Pause for questions)
This is going to conclude today’s webinar we will be following up with everyone and sending them a link to a recording if you have questions, please feel free to reach out to our support team and we do host these webinars every Monday, Wednesday, and Friday at 10 30 a.m. pacific standard time. Please feel free to join again or even invite any additional staff members who may need additional training
Thank you everyone for joining us and have a great week.