What are "office use" questions and how does it work?
The "Office Use" feature is designed to give your team complete control over specific fields on your forms. It allows designated questions to be filled out or edited exclusively by your office staff, ensuring patients cannot modify these fields. This functionality enhances your workflow, ensures accuracy, and protects sensitive internal information.
Key Features of "Office Use" Questions:
Pre-Fill Questions:
- Office staff can complete designated "Office Use" questions before sending the form to a patient.
- For example, you can pre-fill details such as surgery details, followup appointment details etc.
Restricted Patient Access:
- Patients cannot edit "Office Use" questions when completing their forms.
- This ensures that internal data or instructions remain confidential and protected.
Post-Submission Edits:
- Once the patient submits their form, office staff can still complete or modify the "Office Use" questions as needed.
- This is useful for recording updates, adding internal notes, or correcting errors after the patient submission.
Benefits of Using "Office Use" Questions:
Streamlined Workflow: Allows you to manage internal details alongside patient-submitted data without additional tools.
- Improved Accuracy: Helps maintain clear records by enabling staff-only control of specific fields.
- Prepare Forms in Advance: Complete specific fields before the patient arrives, ensuring forms are ready for review and signature during their visit to the office.
- Versatility Across Form Types: The "Office Use" can be applied to various types of forms, including consent forms, assessment questionnaires, follow-up forms, and internal documentation. This flexibility allows you to streamline workflows for multiple form use cases, enhancing overall efficiency across different operational areas.
How to Use the "Office Use" Feature:
Follow these steps to set up and use "Office Use" questions effectively:
Enable "Office Use" for a Question:
- While designing your form, navigate to the question you want to mark as "Office Use."
- Under Advanced Settings Look for the toggle option labeled “Office Use” and switch it on.
Pre-Fill Questions Before Sending:
- When sending a form or packet that includes "Office Use" questions, you will be prompted to choose whether you want to pre-fill these questions before sending or send the form directly to the patient.
- Save the form with the pre-filled information and proceed to send it.
Post-Fill Questions After Submission:
- Use the "Office Use" feature to document additional details after patient submission, such as outcomes, follow-up actions, or staff notes.
- For example:
- Record notes from a follow-up appointment.
- Document internal decisions or next steps.
- Update the patient’s record with relevant information that wasn’t available at the time of submission.
- Save the changes to ensure the form reflects the latest information for internal reference.
By incorporating post-fill workflows, you can maximize the utility of "Office Use" questions, ensuring that your team has a clear and complete record at every stage of the process.
Patient Submission Workflow:
- Patients will complete the form as usual but will not see or interact with the "Office Use" questions.
This ensures that these fields remain hidden during the patient’s form completion process.
Edit "Office Use" Questions After Submission:
- Once the patient submits their form, access the completed form in your system.
- Locate the "Office Use" fields and make any necessary updates or additions.