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YAPI Help Center

Forms Automation

Ever wished a program could automatically assign patients the forms they need? Yapi Leap can! In Leap, you can automate individual forms and whole packages based on:

  • whether the patient is new,

  • the procedure a patient is coming in for, or

  • an interval of your choice.

Then, when a patient receives their appointment reminder texts, they can complete the paperwork you need them to before they even arrive! Family members coming in on the same day even get one link to all their paperwork within their reminders.

Parts of Forms Automation in Leap

Controls for Forms Automation appear in two different places in Leap: within the New Patient Welcome text template in Appointment Reminders and in the Forms Library. Click the links below for navigation instructions.

Forms Automation in the New Patient Welcome Text Template

To get to Forms Automation for new patients, click Settings > Practice Settings > Patient Reminders > New Patient Welcome - Text Message > Edit.

Important

Only users with Admin privileges can access this page.

Forms_Automation_-_New_Patients.png

One.

Forms/Package

Click here to select a form or package that attaches to your New Patient Welcome text. This text sends automatically to new patients when they schedule as long as the text is enabled in Appointment Reminders and your Appointment Reminders are on.

Two.

Forms Link

Once you select a form or package using the Forms/Package button, Leap inserts an additional instruction for the patient to complete their forms and adds a unique link to the text where the patient can securely access their forms online.

Forms Automation in the Forms Library

To set automation for a form based on a procedure or interval, click Settings > Practice Settings > Forms Library and Editor, click the 3-dot icon 3-dot icon. next to the form you want to automate and select Set Automation.

Important

Only users with Admin privileges can access this page.

Forms Library and Editor page with Set Automation window open. Several items are labelled, described in the table to the right.

One.

Pick an interval

If you want patients to automatically receive your selected form based on how much time has passed since they last completed it, select this option and choose an interval:

  • Every visit

  • Every 6 months

  • Every 1 year

  • Every 2 years

  • Every 3 years

Two.

Pick a procedure

If you want patients to automatically receive your selected form when they're scheduled for a particular procedure, select this option and choose the procedure(s) the form goes with.

Three.

Set Automation (3-Dot Menu)

Once you click the 3-dot icon next to a form in your library, select Set Automation to open the Set Automation window and automate the form based on an interval or a procedure.

Some Things You Should Know About Forms Automation

  • For forms to automatically send to patients, you must have Appointment Reminders enabled in Practice Settings.

  • When a patient is due for forms based on the automation you've set, Leap attaches the forms to their appointment reminders and creates a record of the request in the Pending Forms tab on the Forms page. Here, you can see what's been sent to patients and what they've completed.

  • Automated forms automatically attach to four types of appointment reminder texts: New Patient Welcomes, Confirmation Reminders, the auto-reply patients get when they confirm via text, and Same Day Reminders. Want to see what this looks like? Check out Forms Automation - Patient View!

  • New patients receive the forms you've selected in their New Patient Welcome template in Appointment Reminders plus any other forms you've automated by procedure. And they won't get duplicates - Leap's smart like that!

  • If you add forms automation based on procedures,

    • You can select procedures by name, ADA code, or any custom code you've added to Eaglesoft.

    • Depending on how your practice sets up appointments with Exploding Codes, you may need to not only set up automation for the individual procedure codes, but also for the Exploding Code itself. Leap won't send forms for individual procedures within a Exploding Code. It will only send forms for the code the appointment is scheduled with, whether it’s individual codes or a Exploding Code. If your practice wants forms to send for procedures within a Exploding Code, you must set the automation up with the Exploding Code. You can also add individual procedure codes if you know that these individual procedures are sometimes scheduled separately.

  • If you change the procedure on a patient's existing appointment, they'll get any automated forms for the new procedure in all future reminders for that appointment. They'll still see the forms for the old procedure but they can ignore them.

  • Leap won't send duplicate form automation requests for forms a patient recently completed. For example, if you've manually sent a patient their Medical History form for an appointment last week and you set form automation today, the patient won't get a duplicate message to complete their Medical History form. Leap automation won't send a request again until it's time, based on the interval or procedure code you've set.

Best Practices for Forms Automation

To get the most out of Forms Automation, here are some best practices we recommend:

  • If you add forms automation based on procedures, make sure patients are always scheduled for the correct procedures in Eaglesoft so Leap can send them the correct form(s).

  • If your practice uses Exploding Codes, set up automation for both the Exploding Codes and for any individual procedure codes within it. Patients won't get duplicates; this just ensures that patients get the forms they need whether you schedule an appointment using a regular ADA code or a Exploding Code.

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