Smartforms can be sent to and/or filled out by clients in 5 different ways. They can be sent via a link in an e-mail; they can be attached directly to a specific Patient Portal account; they can be added to your website; they can be attached to a specific event in your calendar, so that they are automatically sent to the patient when a booking is made; or finally, they can be filled out in clinic on a tablet.
In This Article:
OutSmart provides a link called a Guest Link for every SmartForm. The Guest Link allows patients to log in or create an account, and fill out the SmartForm Questionnaire, all on the same page. To send a SmartForm by e-mail, you simply need to e-mail the SmartForm link to your patient.
Guest link for a SmartForm. Ensure you are logged out of your practitioner account if you are testing a Guest Link.
If you want to test the Guest Link, be sure to log our of your SmartND account first. If you are logged in as a Practitioner or Admin and then try to use the guest link, it will simply redirect you to your SmartForms Page.
When you send a guest link to one of your patients, they will need to create a Patient Portal account and then identify themselves with a first name, last name, and date of birth. We use these three pieces of information to match them to a patient record in your clinic. If we cannot find a match, a new patient record is created in your OutSmart account.
There may be occasions where you want to send a specific SmartForm to a specific patient, and you want to provide additional options to that patient. You can then send the SmartForm to a Patient Portal account instead of allowing the Guest Link. The benefit of doing this is that it will offer some additional options for the SmartForm, such as repeating the SmartForm submission multiple times, or authorizing other patients to fill out the SmartForm on behalf of the patient:
Send SmartForm to patient button.
Send SmartForm Dialog Box
To display a link to your SmartForm on your website, simply create a button on your website called “Fill Intake Form”, and have the button link to the Guest Link for that form. Use a more descriptive label for the button if you have more than one form. For example, “Fill Adult Intake form” or “Fill Fertility Form”. The Guest link is available on the main SmartForms page:
Attaching a SmartForm to one of your events is probably the easiest way to disseminate your SmartForms. They will be sent automatically every time the system sends a Confirmation Email for an appointment booking. Appointment Confirmation E-mails are sent automatically whenever a patient books online, or manually when you book a patient directly into the calendar.
To attach a SmartForm Questionnaire to an Event Type, see this article on the Event Manager. It will detail not only how to create an Event Type, but also how to manage the properties of that Event Type, including how to add SmartForm Questionnaires to it.
Attaching a SmartForm to an Event Type will ensure that the SmartForm is sent out to all patients who book that type of event.
In some cases, you may want to provide a tablet to the patient when they are at the clinic so that they can fill out the SmartForm in the waiting room. In this situation, you have to first set up the SmartForm on your website. See the section above on Displaying A SmartForm Link On Your Website. Once the SmartForms have been added to your website, you will simply load up your website on the tablet, click on the link and provide the tablet to the patient.
When the patient completes and submits the questionnaire, ensure that you take back the tablet and log out of the patient’s account before providing the tablet to the next patient. For the best experience, please ensure that your tablet is using the Google Chrome browser to access the SmartForm.
There are 2 ways that make the process a lot easier:
Both of the above methods are a quick way to get clients to fill out their forms easily from any laptop, desktop, or tablet device. At this time, mobile phones are not able to easily access SmartForms because of the size of the questionnaires. However we are working on a phone-friendly version.