- What is HotDoc New Patient Registration?
- What are the main benefits?
- Why did HotDoc build this service?
- How does it work?
- Is it 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 New Patient Registration 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 New Patient Registration forms, so that patients can easily access them in the waiting room?
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, 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. 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?
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 New Patient Registration 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 clinic 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 New Patient Registration forms, so that patients can easily access them in the waiting room?
Yes. There are a number of services that you can use online that convert a link into a QR code such as QR Code Generator. Simply input the URL link of your form to generate the QR code. You can find the URL link of your form by navigating to the Dashboard > Forms > Forms > Edit and copying the text found in blue.