What is HotDoc New Patient Registration?
The New Patient Registration is a secure digital form that allows patients to fill out their details prior to their initial 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 clinic. The form minimises the likelihood of clerical errors, provides the clinic 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 clinic.
How does it work?
Patients access a secure HTML link either via a tablet provided by the reception team or directly from their smartphone app. It’s automatically included in the confirmation email for any new patient appointments made online, and in the Reminder message for any new patient appointments showing in the appointment book, regardless of how they been made.
Is it 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. 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. Clinics will often copy the format of their existing paper-based new patient registration forms. Most demographic fields can currently write back to the clinic's records automatically.
Does all the data writeback into the new patient file automatically?
Please contact your Customer Success Manager to see which fields can writeback into your practice management system.
What are the 4 statuses of a New Patient Registration form and what does each one mean?
This is colour coded as red and means the submission was submitted by the patient and is waiting to be processed.
This is colour coded as yellow and means HotDoc is automatically adding the fields that we can into the practice management system.
This is colour coded as green and means HotDoc has added all of the fields it can into the practice management system.
Complete submissions will not appear in the sidebar. This means that the submission has been manually entered into patient’s file and can be removed from the list.
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 from our servers.
When does the information move from the Sidebar into my PMS?
When you click the 'complete' button in the Sidebar, the information will save into the patient file.
Can the reception team see the confidential clinical information as well? Are there separate forms for this information?
Yes. This means if the clinic has a problem with their reception team seeing this type of information, they’ll need to restrict it to just normal admin/contact information that doesn’t relate to the patients health. Clinics will often have this information collected on separate forms.
Are you going to make the form writeback more fields?
Yes, our Product Development team continually release new fields every month to improve this experience. Our goal is to write all fields back!