Managing Questionnaires and Consents is now streamlined through both the Cosmetic and Health Procedures on the web.
We will first look at starting both procedure types for the individual details, then we will look at how paperwork works the same between the two!
Starting a Cosmetic Procedure
1. From the web go to a Patient's profile, locate the Create Procedure button to the right and click Cosmetic.
2. You will first want to fill out and confirm some important details at the top, such as:
The correct Appointment time if applicable. This will auto populate remaining information from the appointment details.
If there is no Appointment to tie to this procedure, you can skip it.
Procedure Name
Procedure Type
The procedure type categories are for filtering Cosmetic charts, and can be managed through settings > Chart Filtering. This tool helps to organize and easily locate patient charts on their timelines.
3. You can add procedure photos from the web, just make sure you have the photos already stored to your device so you can easily upload them where needed.
Now, let's look at a few differences with starting a Health Procedure through the web, then we will look at Questionnaires and Consents!
Starting a Health Procedure
4. From the web go to a Patient's profile, locate the Create Procedure button to the right and click Health.
5. Attach an appointment time if applicable, to populate the rest of the appointment details.
If you would like to add notes for the encounter at this time, you can do so by typing in the text box, or through the Smart Dictation tool.
Click the period on your keyboard to activate and use Dot Phrases here.
Managing Questionnaires & Consents through both Health & Cosmetic Procedures
6. At the bottom of both Cosmetic and Health Procedures, you will see the same setup for completing and viewing related Questionnaires and Consents.
If there is an appointment tied to this procedure, any paperwork assigned to the service booked will be required to fill and populate here by default.
7. If there is no appointment tied to this procedure, you can click each dropdown and choose which paperwork the patient needs to complete.
You can also click the drop down to select additional paperwork for the patient to sign if needed. If you manually add paperwork and then decide you do not need the patient to sign or fill, you can delete it from there.
Important note: Required Consents and Questionnaires that are tied to the service through Smart Configuration, will show by default and cannot be deleted from here. The following steps will walk you through how to manage bypassing and accounting for paperwork that doesn't need to be filled each time.
8. When you are ready to complete/view the associated paperwork, you can click into Save & Fill Questionnaires and Save & Sign Consents.
9. You will see that now, since Multiscale and Simple Questionnaires can be utilized between both Cosmetic and Health Procedures, there is a label showing whether the questionnaire is Simple or Multiscale.
If a questionnaire has not been completed by the patient prior to their visit, there are two options to proceed:
You can click Fill to complete the questionnaire with the patient
You can Mark on File
10. If you choose to Fill the Questionnaire, it will pop up on the screen to move through and answer each question.
Answer Yes to All/ Answer No to All: this will allow for quick answering if multiple or all questions are the same answer choice. This only applies to Yes/No question types, multiple choice will still need to be answered independently.
Finish Later: if you need to save progress of a questionnaire and resume at a later time, you can utilize this option. The questionnaire will show incomplete until completely filled out.
11. Mark on File allows you to indicate that the paperwork has already been accounted for and filled elsewhere, or doesn't need to be filled for today. For safety, this action is in place to prevent deleting a Questionnaire from a procedure, but instead document that a user on the account bypassed it.
Keep in mind, when you Mark paperwork on File, this does NOT add it to the patient's Document Repository. It just allows you to bypass the action of completing it for this procedure.
Since the paperwork tied to services automatically sends to the Patient for completion each time the service is booked, this allows you to skip over filling it out when necessary.
12. When you mark a questionnaire on file, it will date and time stamp the action, as well as indicate the user/provider it was done by.
If you need to unmark this action, you have the ability to do so. This will reset the Questionnaire to incomplete for the patient to fill out.
Mark on File will show in User Activity on the web when the action is done.
Signing Consents through the Web
13. You can now sign consents from the web. This action can be done with the patient during the procedure, and provider if the consent requires a witness signature.
If the consent is fully signed you will see a green checkmark here
If the consent is partially signed, you will see a green checkmark and a red X depending on who still needs to sign between patient and witness. From here, you can click sign to complete directly from the web.
14. Again, both patient and witness signatures can be captured here. For the witness, be sure to print your first and last name, as well as provide your signature before you hit Sign & Save. The Patient's printed name will already be tied to the consent.
Viewing Appointment and Procedure Information
15. Web View Only: The “i” symbol on procedures now shows appointment and procedure information.
16. When clicked on, you will see all relevant details for the patient's visit.
If there is no appointment tied to the procedure, no appointment information shown here.
17. Incomplete or partially completed paperwork will be indicated from the chart preview on the patient's timeline.
You can either click directly on "Questionnaires" or "Consents" to access and complete the paperwork, or you can click into "Edit Procedure" to also fill out more information and add paperwork to complete if needed.
Helpful tip!
If a consent form requires a witness signature, upon a patient signing it through their portal prior to their visit there will be a status showing "Awaiting Witness Signature" next to it.
