The New Patient Online Registration experience is now updated to provide improved security and enhanced functionality for both dental office users and the patient.
This feature update addresses several previously missing capabilities including:
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The ability to manage required fields on any of the Medical History templates. (Alerts, Dental or Medical Questionnaire)
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The ability to manage the wording of the initial consent message that is displayed to the patient.
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The ability to upload an image of a patient's primary insurance card when entering insurance information.
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The ability to upload documents/images associated to the patient registration prior to the patient’s arrival to the office.
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Two-factor security to protect the information being entered by a patient.
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Tracking of whether a patient has completed the online registration for their new patient appointment.
New Patient Appointment
When adding a new patient appointment, an updated window will appear.
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The ‘Quick Save’ button (recommended) can be used to save this appointment and return to the scheduler main window. This allows the user to save with the minimum detail necessary to create the new patient placeholder appointment while also collecting information to send an online registration link via email or SMS.
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The ‘Continue’ button proceeds to the pre-existing 'Add/Edit Appointment page. If information about Campaigns or if more Quick Add options are needed, then the user should click here.
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The ‘Close’ button will exit this window and the user can re-start the workflow, as appropriate.
Note: As with current Denticon behavior, the ‘mail’ and ‘message’ icons after the Email and Phone Number fields, can be selected to send the patient a message which contains a link to the online registration pages. One of the primary improvements of this feature is that it will allow tracking whether the patient visits the registration links and completes registration.
Patient Facing Changes
Customizable Initial Consent Message
Users can go to Setup>Account Setup, and new tab labeled "Online Registration" now appears. From here the office can customize the consent message they'd like displayed to patients when they follow the online registration link.
Patient Registration Tokens
When the patient receives the message via whichever medium was selected, the registration links will be randomized, and they will have behind-the-scenes tracking.
Note: That the URL no longer carries clear references to a PGID, OID or Patid=0; as a security improvement.
In order to improve the security of the data entered and allow tracking, a token has been introduced as part of the registration process. This is a security feature as two factor authentication has become a standard part of entering sensitive data on websites.
Primary Insurance Entry
A new area is available for the patient to upload or take a picture of their insurance card. This will be included in the new patient registration packet and the card will be visible inside Denticon when a user is importing the registration for the patient.
NOTE: The ability to enter secondary dental insurance information on the registration form no longer exists. Data showed across all of Denticon, less than 5% of ALL patient registrations included secondary insurance information. Given the low percentage of use, the decision was made to remove that feature in order to allow this new feature.
Updates to the Medical Alerts and Medical/Dental Questionnaire Setup
Users will now be able to customize which items on their Medical Alerts, Medical Questionnaire and Dental Questionnaire should be required fields by going to Setup>Medical Setup and clicking edit on the item on the form.
Changes are also made to the presentation of medical alerts. Each section will have a section header with all the items of that section offered immediately below. Each section will be presented with breaks as shown below:
Reports that reference this information will also be updated to match this presentation.
At the signature capture portion of the process. Patients will now have an option to ‘type it’ or ‘draw it’ in order to apply their signature to required documents.
Online Registered Patient Page
Users of this page will notice that for new patients that have been sent registration links, there is now tracking of whether the patient has visited the link.
The ‘Status’ column reflects the tracking status of the patient's registration link.
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A green check-mark icon will be present when the patient has visited the link AND completed the registration process entirely.
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A yellow warning icon will be present as an indication that the patient visited the link, but they abandoned the registration process; this registration is not yet complete.
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A red warning icon will be present as an indication that the patient was sent the link but has not followed the link; this registration is not completed.
Since it will be possible that some patients have simply visited the customers website and clicked a link to register, there may be instances where the patient list shows ‘No Appointment’. This will indicate that the patient registered directly from the customers website or that registration was present prior to this feature being implemented.
Additional notes:
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The page will display the presence of the patient’s insurance card if it was uploaded during registration.
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The page will accept attaching additional files prior to adding the patient. (e.g. referral forms, x-rays sent prior to first visit, etc.)
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Images attached prior to adding the patient will be copied to Patient Notes once the patient is added to Denticon.
Register Patient to an Existing Responsible Party
When the option to add a patient to an existing responsible party is selected, details about the responsible party that were entered via online registration forms will display to assist with locating the correct responsible party.