Assigning Forms to a Patient
Ready to send paperless forms to your patients? You can have patients complete their forms before their appointment or assign them when they arrive; just click the appropriate option below to learn how.
Patients can complete their forms online before their appointment date - all you have to do is send them! Use the instructions below to assign individual forms or pre-made packages of forms to a patient before their appointment.
Tip
For each new patient, Leap can create a Family File in Dentrix when it files their paperwork. For this to work, your practice must be either be using Dentrix's updated new patient workflow with Dentrix 24.10 or higher OR have a primary provider assigned to the patient.
Click Forms in the menu on the left.
Click Request Forms from the Pending Forms tab.
At the Request Form window, search for the patient you'd like to assign forms to. If the patient you select doesn't have a future appointment scheduled, you'll see a message letting you know you can't request forms for a patient that's not scheduled.
Select the patient from the list of search results and click Request Form.
Select where you'd like to send the package:
Text - Sends a text to the patient with a unique link to their form(s) for them to complete.
Email - Sends an email to the patient with a unique link to their form(s) for them to complete.
Text and Email - Sends a text and an email to the patient with a unique link to their form(s) for them to complete.
Note
No matter which option you choose, patients will need to verify their identity for security purposes to access their form/package.
Use the dropdown menu to pick the future appointment this paperwork is for.
Tip
If you accidentally assign the forms to the wrong appointment, just click the 3-dot menu next to the patient and select Change appointment.
Click +Form, choose Packages or Forms, and select a package or form that the patient needs to complete. Repeat for each package and/or form you want to assign to the patient.
Optional: If you assigned more than one form or package, you'll see a Custom Package Name field appear, since this is a custom package you're creating for your patient. Enter a name for the package (like "New Patient Intake & Consent Forms").
Click Send. You'll see a confirmation message at the bottom of the page confirming the forms have been sent.
What Happens Next?
This depends on your Leap settings.
If automatic filing is enabled (Optional):
When a patient completes their forms before their appointment, Leap automatically files any forms that don't require a provider signature to Dentrix.
For new patients, if a Family File hasn't been created in Dentrix yet, Leap will create one (as long as the patient has a primary provider assigned) so it can file the patient's forms.
Forms that require a provider signature will stay in the Pending Forms tab until midnight the night before the patient's appointment. They'll then automatically move over to the In Office Patients tab to wait for your review.
If automatic filing isn't enabled (this is the default):
These forms stay in the Pending Forms tab until midnight the night before the patient's appointment. At that time:
Forms that don't need a provider signature (most of them) auto-file into Dentrix.
For new patients, if a Family File hasn't been created in Dentrix yet, Leap will create one (as long as the patient has a primary provider assigned) so it can file the patient's forms.
Forms that require a provider signature will automatically move over to the In Office Patients tab to wait for your review.
Forms that haven't been completed move to the In Office Patients tab too. From here, you can resend them by email or text or assign them to an in-office device.
If a patient reschedules (regardless of whether or not automation is set), any forms that haven't been auto-filed or completed yet will attach to their new appointment date in the Pending Forms tab. And if a patient breaks or cancels their appointment, their forms will attach to their next scheduled appointment. In both cases, forms move over to the In Office Patients tab on their new/next appointment date. If a patient appointment is broken, cancelled, or deleted and the patient doesn't have a future appointment, Leap auto-files any completed forms to Dentrix, including forms that require a patient signature, so you have them for your records.
Note
In the very unlikely event that you mark a future appointment as completed in Dentrix, Leap holds onto the patient's forms until the appointment date and then files them automatically into Dentrix. You won't see the patient or forms appear in the In Office tab; Yapi just does it in the background!
Once a patient has been checked in, if you need to assign any forms for them to complete, grab your office tablet and use the instructions below.
Tap the Leap icon from the Home Screen (you previously saved when the iPad was set up).
Enter the PIN. If you enter an incorrect PIN 3 times, you'll need to wait 2 minutes before trying again.
Select the patient you'd like to send forms to and tap Next.
Optional: If multiple family members are checked in, you'll see them listed in the Assign Forms window. Select the name of the family member you'd like to assign forms to.
Tap +Forms to select the form(s) or package(s) you'd like to assign.
Tap Send.
If patients have forms to complete on the day of their appointment, you can give them their forms on a linked in-office device (like an iPad or kiosk) or send them by text or email. Use the instructions below to assign a package or a form to a patient on their appointment day.
Tip
If you're looking to assign patient forms directly from an office tablet, refer to Assigning Forms to a Patient at Their Appointment from an Office Tablet.
Note
Linked devices time out after two hours of inactivity. If the device you're assigning forms to hasn't been used in two hours or more, close the tab on the device and reopen it using your saved bookmark.
Click Forms in the menu on the left.
Select the In Office Patients tab.
Find your patient in the list, click the 3-dot icon
in their row, and select Add form/package.
Select where you'd like to send the form(s).
Linked Device - Sends the form(s) to one of your practice's already-linked devices (like a tablet or kiosk) for the patient to complete in office.
QR Code - Sends the form(s) to any practice tablet, once you use that tablet to scan the QR Code you'll be given.
Text - Sends a text to the patient with a unique link to their form(s) for them to complete. With this option, they must verify their identity for security purposes to access the form/package.
Email - Sends an email to the patient with a link to their form(s) for them to complete. With this option, they must verify their identity for security purposes to access the form/package.
Click +Form, choose Packages or Forms, and select a package or form that the patient needs to complete. Repeat for each package and/or form you want to assign to the patient.
Optional: If you assigned more than one form or package, you'll see a Custom Package Name field appear, since this is a custom package you're creating for your patient. Enter a name for the package (like "New Patient Intake & Consent Forms").
If multiple family members are checked in, you'll see their names appear in tabs when selecting forms. Assign forms to each other family member by clicking on their tab and repeating Steps 4-6.
Note
If you opted to send forms to a device (step 4a), you can choose the same device for all family members if you like. Click here to see an example.
Click Send. You'll see a confirmation message at the bottom of the page confirming the forms have been sent.
If you chose QR Code in step 4, a window displays with a one-time use QR Code. Grab your office's device and scan the QR Code.
Tip
Having trouble with an in-office device you use to assign forms to patients? Check out Troubleshooting Linked Devices for Forms.
What Happens Next?
Forms that don't need a provider signature (most of them) auto-file into Dentrix when a patient completes them.
Forms that need a provider signature: Auto-file into Dentrix once they're signed. If a patient is checked out before then, they'll move to the Outstanding Tasks tab and stay there until signed.
Forms a patient didn't complete: Are auto-deleted when the patient is checked out in Leap.
If a patient reschedules their appointment, Leap saves their progress, their forms attach to their new appointment date, and will reappear with them in the In Office tab when they come in for their new appointment. If the patient cancels in-office and doesn't have a future appointment scheduled, Leap auto-files any completed forms to Dentrix, including forms that require a patient signature, so you have them for your records.