- What is HotDoc Forms?
- What are the main benefits?
- Why did HotDoc build this service?
- How do HotDoc forms work
- Are HotDoc forms secure?
- Does this create a new patient file in my PMS?
- What happens if the patient is already an existing patient of the practice?
- Can I choose what fields to collect and in what order?
- Does all the data write back into the new patient file automatically?
- What are the statuses of a form and what does each one mean?
- Does HotDoc keep a record of all this patient registration information as well?
- Can the reception team see the confidential clinical information as well? Are there separate forms for this information?
- Are you going to make the form write back more fields?
- My forms are showing as 'Processed', what does this mean?
- Can a QR code be generated for a form, so that patients can easily access them in the waiting room?
What is HotDoc Forms?
HotDoc Forms is feature that allows you to create and customise secure digital new patient registrations forms and COVID/Flu vaccination forms. This allows patients to fill out their details prior to their appointment.
What are the main benefits?
It ensures information required by a doctor in an initial consult is filled out before the patient arrives at the practice. The form minimises the likelihood of clerical errors, provides the practice with an online version and provides an added layer of security. The form also provides a modern touch to the patient experience and reduces the time a patient spends in the waiting room.
Why did HotDoc build this service?
To provide a streamlined experience for patients and all staff members at the practice.
How do HotDoc forms work?
Patients are sent a form notification via email, push notification or SMS before their appointment time. This redirects them to a secure HTML link to fill in their form and submit this to your practice. Forms can also directly be accessed via the HotDoc app, sent in the confirmation email or via a tablet provided by the reception team. These can be sent to patients regardless if the patient booked online, or directly through your practice.
Are HotDoc forms secure?
Yes, all information HotDoc services interact with is immediately de-identified and encrypted. All information is inputted via HTTPS webpages.
Does this create a new patient file in my PMS?
Yes, if HotDoc identifies they are indeed a new patient. The normal contact fields like name, address, phone numbers and Medicare information is all entered and updated automatically. Any additional customisations you wish to have outside of this will initially require you to copy and paste the information in.
What happens if the patient is already an existing patient of the practice?
HotDoc will identify this for you automatically and show the existing patient file match in the Sidebar for you to update with any new information.
Can I choose what fields to collect and in what order?
Yes. The New Patient Registration form is entirely customisable by you. Practices will often copy the format of their existing paper-based new patient registration forms. Most demographic fields can currently write back to the practice's records automatically.
Does all the data writeback into the new patient file automatically?
Yes. Forms will automatically insert any details HotDoc has permission to write back to the patient file, as soon as the patient submits the form. Any details we cannot input will be sent to the Sidebar for manual copying.
What are the statuses of a form and what does each one mean?
Please see What does each Form Status mean?
Does HotDoc keep a record of all this patient registration information as well?
We keep this information for 30 days, then permanently delete this information.
Can the reception team see the confidential clinical information as well?
Yes. This means that if the practice prefers that their reception team does not see this type of information, they’ll need to restrict the form to just admin/contact information that doesn’t relate to the patients health.
Are you going to make the form write back more fields?
Potentially, but sometimes this is dependant on whether we have the right permissions to write those fields back to the file. Please contact us via the Support button if you have specific fields you would like to nominate.
My forms are showing as 'Processed', what does this mean?
HotDoc will automatically write back certain fields but any custom questions that you have asked will not have been added to your patient's file just yet. To add these, you will need to copy and paste these fields manually into the new patient file. For more information, please see How do I copy manual form fields?
Can a QR code be generated for a form, so that patients can easily access them in the waiting room?
Yes. Please see How to generate a QR code for a form to see how to easily do this in your Dashboard.
Please note: If the form is filled out through the QR code or URL without a request from HotDoc, it will be not be linked to any patient when it comes through to the Sidebar. Please see How to process form submissions in the Sidebar for instructions.
Can I filter form submissions?
Yes! You can filter your form submissions in the Sidebar to easily access forms in a way that best suits you. See How to process form submissions for more information.
Why do some forms not have an appointment time?
If you have filtered by appointment time but the expected forms are not appearing, it could be due to the patient submitting the form through a QR code, or via a tablet at your practice reception. In this case, we're unable to associate the submission with the patients appointment time and these submissions will appear at the bottom of the list.