A Form's Journey Through Leap
When using forms in Yapi Leap, it helps to have an overview of where they go and when. Below, you'll find detailed information and graphics about how forms move through Leap so you can easily incorporate Leap forms into your team's workflow.
By default, Leap doesn't automatically file forms before a patient's appointment date so you have control over what files into Eaglesoft before each patient's appointment date. To learn more about exactly what happens to forms before, during, and after a patient's appointment with Leap's default settings, check out the image below, then click one of the links to learn more.
In the Pending Forms tab on Leap's Forms page, you can assign forms to patients manually or forms can be assigned automatically based on what a patient needs to fill out if you've set up forms automation.
Manually assigned forms can be sent by email, text, or both and automated forms are sent via text only within a patient's appointment reminders. No how they're sent, the patient will get a link to enter their birthdate so they can securely access their forms.
Families: If forms are sent via automation, forms for all family members will be accessible via a single link sent to the parent/guardian(s). The parent/guardian(s) will then access each patient's forms separately from there by authenticating each patient's date of birth.
Minors:
When forms are sent manually, Leap looks for the email and/or mobile number in the minor's file in Eaglesoft.
For automated forms, if you want parents to receive reminders, you can either:
Enter the parent's phone number and email in the patient's file in Eaglesoft, OR
Leave the minor patient's phone number and email blank in Eaglesoft and make sure their parent is listed as Head of Household. Leap will use the head of household's contact information when sending reminders for minors.
As a patient completes their forms, the Pending Forms tab is updated with each form's completion status. All forms stay in the Pending Forms tab.
On the day of the patient's appointment, Forms that need a provider signature move over to the In Office Patients tab automatically. All other forms file automatically into Eaglesoft.
Rescheduled appointments: Any forms that are still in the Pending Forms tab when a patient reschedules attach to the patient's new appointment date.
Broken, cancelled, or deleted appointments: Any forms that are still in the Pending Forms tab when an appointment is broken, cancelled, or deleted attach to the patient's next scheduled appointment. If the patient doesn't have a future appointment scheduled, Leap auto-files any completed forms to Eaglesoft, including forms that require a patient signature, so you have them for your records.
In the In Office Patients tab on Leap's Forms page, you can view:
Which forms have been completed and filed into Eaglesoft.
What forms haven't yet been completed by the patient.
What still needs a provider signature.
Then, you can assign new forms to a patient or reassign forms that they didn't complete.
Forms can be sent via email or text directly to the patient or to one of your office devices. If sent by email or text, patients will get a link in their message to enter their birthdate so they can securely access their forms. If sent to an in-office device, they don't need to verify their identity because you're meeting them in person!
Families: When sending or resending forms, you'll also have the opportunity to assign forms to other family members on today's schedule. If you send the forms to an in-office device, all family members' forms will appear on the device so they can complete them together. If you send them by email or text, all family forms will be accessible via a single link but patients will need to access each patient's forms separately by authenticating their date of birth first.
Minors: If sent by email or text, Leap looks for the email and/or mobile number in the minor's file in Eaglesoft.
As a patient completes their forms, forms that need a provider signature stay in the In Office Patients tab to await your review. All other forms file automatically into Eaglesoft.
Once a provider signs a form that requires a signature, the form files automatically into Eaglesoft.
Rescheduled appointments: If a patient reschedules day-of, Leap saves their progress on forms. These then attach to their new appointment date and will reappear with them in the In Office tab when they come in for their new appointment.
Broken, cancelled, or deleted appointments: If the patient cancels day-of, forms attach to the patient's next scheduled appointment. If there is no future appointment scheduled, Leap auto-files any completed forms to Eaglesoft, including forms that require a patient signature, so you have them for your records.
Once a patient's appointment has been completed in Eaglesoft they'll automatically check out in Leap too (or you can manually check them out in Leap sooner if you like.)
Note
Any patients that aren't checked out by the end of the day will automatically be checked out at midnight.
Any forms that a patient didn't complete with be automatically deleted for your convenience.
Any forms did complete and that haven't already auto-filed will transfer to the Outstanding Tasks tab upon patient checkout. This includes:
Forms that still need a provider signature.
Forms that didn't make it into Eaglesoft and need to be filed manually (like forms that couldn't file because there was an internet outage at the time).
At your convenience, take care of your Outstanding Tasks so they don't build up! You can even assign forms to the appropriate provider so they know they need to sign them. We recommend that whenever you see items in this tab, you:
Assign forms to the providers that still need to sign them.
Review and add your signature if you're a provider. These forms will then auto-file into Eaglesoft immediately.
Refile forms marked as "Refile Required."
Delete forms that you don't need (like if a patient filled out a duplicate).
If you've enabled Automatic Filing Before Appointment in your forms settings, your forms will file differently from Leap's default settings: you get the benefit of having all patient forms - except for the ones that need a provider signature - filing straight into Eaglesoft as patients complete them. To learn more about exactly what happens to forms before, during, and after a patient's appointment with Automatic Filing Before Appointment enabled, check out the image below, then click one of the links to learn more.
In the Pending Forms tab on Leap's Forms page, you can assign forms to patients manually or forms can be assigned automatically based on what a patient needs to fill out if you've set up forms automation.
Manually assigned forms can be sent by email, text, or both and automated forms are sent via text only within a patient's appointment reminders. No how they're sent, the patient will get a link to enter their birthdate so they can securely access their forms.
Families: If forms are sent via automation, forms for all family members will be accessible via a single link sent to the parent/guardian(s). The parent/guardian(s) will then access each patient's forms separately from there by authenticating each patient's date of birth.
Minors:
When forms are sent manually, Leap looks for the email and/or mobile number in the minor's file in Eaglesoft.
For automated forms, if you want parents to receive reminders, you can either:
As a patient completes their forms, Leap immediately files forms that don't need a provider signature. Forms that need a signature stay in the Pending Forms tab.
On the day of the patient's appointment, forms that need a provider signature move over to the In Office Patients tab automatically. All other forms were already filed!
Rescheduled appointments: Any forms that are still in the Pending Forms tab when a patient reschedules attach to the patient's new appointment date.
Broken, cancelled, or deleted appointments: Any forms that are still in the Pending Forms tab when an appointment is broken, cancelled, or deleted attach to the patient's next scheduled appointment. If the patient doesn't have a future appointment scheduled, Leap auto-files any completed forms to Eaglesoft, including forms that require a patient signature, so you have them for your records.
In the In Office Patients tab on Leap's Forms page, you can view:
Which forms have been completed and filed into Eaglesoft.
What forms haven't yet been completed by the patient.
What still needs a provider signature.
Then, you can assign new forms to a patient or reassign forms that they didn't complete.
Forms can be sent via email or text directly to the patient or they can be sent to one of your office devices. If sent by email or text, patients will get a link in their message to enter their birthdate so they can securely access their forms. If sent to an in-office device, they don't need to verify their identity because you're meeting them in person!
Families: When sending or resending forms, you'll also have the opportunity to assign forms to other family members on today's schedule. If you send the forms to an in-office device, all family members' forms will appear on the device so they can complete them together. If you send them by email or text, all family forms will be accessible via a single link but patients will need to access each patient's forms separately by authenticating their date of birth first.
Minors: If sent by email or text, Leap looks for the email and/or mobile number in the minor's file in Eaglesoft.
As a patient completes their forms, forms that need a provider signature stay in the In Office Patients tab to await your review. All other forms file automatically into Eaglesoft.
Once a provider signs a form that requires a signature, the form files automatically into Eaglesoft.
Rescheduled appointments: If a patient reschedules day-of, Leap saves their progress on forms. These then attach to their new appointment date and will reappear with them in the In Office tab when they come in for their new appointment.
Broken, cancelled, or deleted appointments: If the patient cancels day-of, forms attach to the patient's next scheduled appointment. If there is no future appointment scheduled, Leap auto-files any completed forms to Eaglesoft, including forms that require a patient signature, so you have them for your records.
Once a patient's appointment has been completed in Eaglesoft they'll automatically check out in Leap too (or you can manually check them out in Leap sooner if you like.)
Note
Any patients that aren't checked out by the end of the day will automatically be checked out at midnight.
Any forms that a patient didn't complete with be automatically deleted for your convenience.
Any forms did complete and that haven't already auto-filed will transfer to the Outstanding Tasks tab upon patient checkout. This includes:
Forms that still need a provider signature.
Forms that didn't make it into Eaglesoft and need to be filed manually (like forms that couldn't file because there was an internet outage at the time).
At your convenience, take care of your Outstanding Tasks so they don't build up! You can even assign forms to the appropriate provider so they know they need to sign them. We recommend that whenever you see items in this tab, you:
Assign forms to the providers that still need to sign them.
Review and add your signature if you're a provider. These forms will then auto-file into Eaglesoft immediately.
Refile forms marked as "Refile Required."
Delete forms that you don't need (like if a patient filled out a duplicate).