UpdateMyRecords.com Medical Forms

Transcription

1 UpdateMyRecords.com Medical Forms

2 I UpdateMyRecords.com - Envision Cloud Medspa Forms Table of Contents Part I UpdateMyRecords.com 1 1 Logging In Create / Edit Templates... 3 Create A New Template... 4 Adding Template... Sections 5 Add a Blank Section... 6 Add Demographics... Section 7 Add Medical History... Section 8 Add Insurance Info Section... 9 Add a Signature Section... 9 Edit A Template Form Packages Completed Forms Company Settings Manager Users View Audit Log Part II Patient Forms in Envision Cloud 1 Update My Records Forms Sending Forms to... Client 17 Access Patient Forms View Completed... Forms 19 Download /... Print Forms 19

3 UpdateMyRecords.com 1 UpdateMyRecords.com UpdateMyRecords.com is a patient form delivery system, offering seamless integration with Envision Cloud. Logging In When the updatemyrecords.com website first opens, the client login screen is shown. This shows a space for an address and access code to be entered. To change to the business-side login screen, select the "Office Login" option to the upper right. When the business-side login is shown, there will be a space for both a username and password. Other than the main business account, each individual user's account is created in the Manager Users section. To create the users and enter information, you will first need to log into the updatemyrecords.com site with the main business login information.

4 2 UpdateMyRecords.com - Envision Cloud Medspa Forms Once logged in, the main screen will show. Each section as shown on the screen also corresponds to the toolbar options at the top of the window.

5 UpdateMyRecords.com Create / Edit Templates Selecting to Create or Edit Templates will open a list of templates that have been made. If no templates have been made, the list will be empty. To create a new template, select the Create New Template button to the upper right. 3

6 4 UpdateMyRecords.com - Envision Cloud Medspa Forms Create A New Template When you have selected to create a new template, the following popup window will open. From here, you may choose to start with a blank template, or copy an existing template to modify and save as a new template. Once you have made a selection, you will need to enter a Form Title. This will be visible to clients and show at the top of completed forms. Enter a title for the form and click OK. The Add New Section window will open.

7 UpdateMyRecords.com Adding Template Sections On this screen, you can choose from the available sections to quickly add common fields in a section to your form. 5

8 6 UpdateMyRecords.com - Envision Cloud Medspa Forms Add a Blank Section This will add a blank section to the form. You can use this to create custom question and response fields. A section title will need to be entered if this option is selected. The question options available are: Short Answer: Short Answer questions are for 1-2 word responses such as First Name, Last Name or various address information. Long Answer: Long Answer questions are meant for questions where answers are a sentence or more in length. For example: 'Reason for office visit?'. Date Answer: Date Answer question forces the user to enter a date as an answer. An example would be Birthdate. Dropdown Answer: Drop Down questions allow the user to select a single answer from a limited list. Generally you want only 2-3 answers available. A good example would be when asking for the patient Gender. Text Only: Text Only allows you to enter information that the user can see or read without an answer field. This is deal for Agreements, Disclaimers or Payment Policies. Single Checkbox: The Single Checkbox question allows the user to leave a question either checked (Yes) or unchecked (No). An example question might be 'I agree to the terms and conditions'. Multiple Choice - Single Answer: Allows you to add as many possible answer choices as you would like but the user can only select one. An example question might be 'How sensitive are you to sunlight?' Multiple Choice - Multiple Answers: Allows you to add as many possible answer choices as you would like and the user can select many answers. An example question might be 'Do you have any of the following health conditions?' Electronic Signature: Allow the user to sign the form electronically using a mouse.

9 UpdateMyRecords.com Add Demographics Section Patient demographic information is added to the form. 7

10 8 UpdateMyRecords.com - Envision Cloud Medspa Forms Add Medical History Section A medical history questionnaire is added to the form.

11 UpdateMyRecords.com Add Insurance Info Section This selection adds common insurance questions to the form. Add a Signature Section A signature section and a consent checkbox are added to the form. 9

12 10 UpdateMyRecords.com - Envision Cloud Medspa Forms Edit A Template Selecting to edit a template will open the form. Use these buttons to move sections up or down on a form. You can also use these options to move questions up and down within a section. Delete the section (if on a line with the section title). Delete the question (if next to a question). Add a question to the section. Edit the section (if on a line with the section title). Edit the question (if next to a question). When a question is chosen to be edited, you may mark the question as a required field by checking the "Required" checkbox.

13 UpdateMyRecords.com 11 Form Packages Packages are how forms are grouped for sending to clients. On the Manage Forms screen, you can change which package a form is included, as well as add, edit or delete packages. To add a new package, click over the Add New Record area, then enter the package name in the box that opens. Click the pencil to edit a package. Click the X to delete a package. Any forms currently set as part of the package will then show as under General forms. General is the default or unassigned package name.

14 12 UpdateMyRecords.com - Envision Cloud Medspa Forms Completed Forms When forms have been completed, they can be viewed both in the Envision Cloud program and on the UpdateMyRecords.com website. When on the Completed Records page, click the page symbol to the right of an individual form you wish to view. If you wish to view multiple forms, check the corresponding checkbox to the left of the document, then select to Download Checked in the upper right. This will open the form for viewing, and you will be able to print or download from this screen. To the lower right of the screen will open the Adobe options box. Use these options to change the view of the document. Use these options to save or print the document.

15 UpdateMyRecords.com Company Settings Selecting Company Settings will allow entry and editing of company information. 13

16 14 UpdateMyRecords.com - Envision Cloud Medspa Forms Manager Users Choosing Manager users will open the list of users allowed to log into the UpdateMyRecords.com account. If no users have been made, the list will be empty. To add a new user, click the Add New User button to the upper right. Enter the username and password for the user. Select the boxes of the actions you wish to allow for this user and deselect (uncheck) the options you wish to disallow. Click the pencil to edit a user. Click the X to delete a user.

17 UpdateMyRecords.com View Audit Log The audit log is a record of changes made from within the UpdateMyRecords website. One of the reasons to set up user accounts is for accurate tracking. The audit log shows which user accessed records or made changes. The main business account will show as "Admin". Any access from the Envision Cloud Program will show as "Envision User". Select the magnifying glass to the right side of any event to view the event details. 15

18 16 UpdateMyRecords.com - Envision Cloud Medspa Forms Patient Forms in Envision Cloud Update My Records Forms Patient forms can be opened from within Envision Cloud once the information is entered in the Interface section. Click Client on the menu bar, then select Online Patient Forms Manager. This will open a list of forms that have been sent to clients. To send forms to a client, select to Send Forms. To view forms that the client has completed, select the View button.

19 Patient Forms in Envision Cloud 17 Sending Forms to Client When selecting to send forms to a client, the following pop-up screen will show. On this screen, you will need to choose the ID of the client to send forms and the Form Package you wish to send. Click Send to send the form package to the selected client. The client will receive an containing a link to the webpage to allow them to fill out their forms. The page will show each form to be completed, as shown below. Clicking over a form will open the form on the website. The client will be able to enter information directly onto the page and submit.

20 18 UpdateMyRecords.com - Envision Cloud Medspa Forms Access Patient Forms Alternatively, you may access the forms with the client's address as the login, and the patient access code as the password. The patient access code is shown in the upper right of the Online Patient Forms Manager screen once a form has been sent. Use this option when a client will need to complete a form in your business or on a business tablet.

21 Patient Forms in Envision Cloud 19 View Completed Forms Once a form has been completed and submitted by a client, this will reflect on the Online Patient Forms Manager screen in Envision Cloud. Incomplete or non-submitted forms will show as pending, and not be available to download or view. Selecting to view the form will open a view of the completed form. Download / Print Forms To print or download multiple forms, check the box to the left of the forms you wish to view, and then select to download the checked forms. To view or print an individual form, you may select the View button to the right of that form. Choosing to download a form will open a view of the completed forms in the same window as separate pages. You may use the small pop-up menu that will appear at the top of the forms. From this menu, you can download, print, make the view smaller or larger.