Office > Online Request Options

Key Info  
Purpose:

Configure settings and options for the Online Appointment Request functionality of PatientAccess
Related Module(s):

PatientAccess

Personal Planner
Accessed From:

Maintenance > Office > Online Request Options
Window(s):

Online Request Options

Select Status Codes

Email Templates (for Online Requests)

Online Request Reasons

Online Request Questions

Online Request Question List Items

Dependencies:

Users

Message Groups

Status Codes

Online Request Options Window

The Online Request Options window allows you to configure settings and options for the Patient Appointment Request functionality of PatientAccess.

Field Description
Message Group / User

Fields used to indicate the Message Group or User that online requests are assigned to by default.

Click the ellipsis to display the Message Groups or Users List window.

Click the X button to clear the field.

Important: If a user and message group are both specified, the requests will be assigned to the user only. We recommend you specify either a user or group to avoid confusion.
Default Patient Status

A drop-down list that the default Patient status to use when a patient is created from an online request.

This drop-down list displays active patient status codes specified in Status Codes.
Refresh Timer (in seconds) A field that indicates the amount of time before axiUm refreshes the Online Request tab of the Personal Planner module.
Send an Email to Patient

A field that indicates the request status codes that automatically send an email to the patient when the request is set to the status.

Click the ellipsis to display the Select Status Codes window and specify the status codes that trigger an email to the patient and the templates to use to for those emails.
<Set Status on Events> When adding a new patient

A drop-down list that the default Online Request status code to use when a patient is created from an online request.

This drop-down list displays active Online Request status codes specified in Status Codes.
<Set Status on Events> When linking to an existing patient

A drop-down list that the default Online Request status to use when a patient is created from an online request.

This drop-down list displays active Online Request status codes specified in Status Codes.
<Set Status on Events> When appointment is scheduled

A drop-down list that the default Online Request status to use when a patient is created from an online request.

This drop-down list displays active Online Request status codes specified in Status Codes.
Select default search field(s) for patient lookup

Fields that identify the search criteria fields used (selected) by default when performing a patient chart lookup from an online request.
Reasons… A button used to display the Online Request Reasons window to specify the list of possible appointment reasons.
Questions… A button used to display the Custom Questions window used to configure custom questions to display on the online request.
Task Procedure
Configure Online Request Options
  1. Complete / modify the fields as necessary and click OK.
Specify Online Request Reasons
  1. Click the Reasons.... button to display the Online Request Reasons window.
  2. Configure the list of reasons to display in the appointment request.
Specify Custom Questions
  1. Click the Questions.... button to display the Online Request Questions window.
  2. Configure the list of questions (and answers, if applicable) to display in the appointment request.

Select Status Codes Window

Online request status codes are used to indicate the progression through an online request.

The Select Status Codes window allows you to specify any Online Request status codes that should trigger an email to the patient.

Example: Automatically send an email to the patient when their appointment has been scheduled.

Task Procedure
Select Status Codes to Send Emails
  1. Select a status code from the Deselected Status Codes list.
  2. Click the > button to move the code to the Selected Status Codes list.
Specify Templates for Status Code Emails
  1. Right-click on an entry from the Selected Status Codes list and choose Select Email Template to display the Email Templates (for Online Requests) window.
  2. Select the correct email template for this situation and close the window.
Remove Status Codes from Sending Emails
  1. Select a status code from the Selected Status Codes list.
  2. Click the < button to move the code to the Deselected Status Codes list.

Email Template (for Online Requests) Window

The Email Template (for Online Requests) window allows you to select and manage the template to use for the email sent when a request is assigned the selected status.

Field Description
Code

The code and summary of the selected template.
Description A text field that describes the selected template.
Subject A text field that indicates the subject line to use when the subject line from the original message is not used.
Priority

A drop-down list that indicates the priority of the email notification:

  • Normal
  • Low
  • High
Content Type

A set of radio buttons that indicates the format of the email notification:

  • Text
  • Graphic (HTML)
File

A text field that indicates the .html file to use for the email message.

The ellipsis is used to navigate to the file.

Note: This field is enabled if Content Type is set to Graphic (HTML).

Text

A text field that indicates the content of the email notification.

Note: This field is enabled if Content Type is set to Text.

Task Procedure
Select Template
  1. Double-click the template to select it and close the window.
Add Templates
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Templates
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Templates
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.

Online Request Reasons Window

The Online Request Reasons window allows you to manage the list of possible appointment reasons that displays as a drop-down list on the online request form and allows patients to select a reason for their request

Field Description
Reason

A text field that indicates the code that identifies the certification.
Message Group / User

Fields used to indicate a different Message Group or User that online requests are assigned to when this reason is selected.

Click the ellipsis to display the Message Groups or Users List window.

Click the X button to clear the field.

Important: If a user and message group are both specified, the requests will be assigned to the user only. We recommend you specify either a user or group to avoid confusion.
Task Procedure
Add Online Request Reasons
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Online Request Reasons
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Online Request Reasons
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.

Online Request Questions Window

The online request page includes several patient demographic questions to ensure that the most important information is captured on the request form.

You can control whether additional demographic information such as address and race and ethnicity questions display, and whether or not they are required and must be answered in order to submit the request.

For any other information, you can create custom questions that display on the online request form, and specify whether they are required or optional to answer.

Tip: To keep the form short and efficient for patients, limit your list of questions to the most important for your institution. Other information can be collected later in the workflow.

The Online Request Questions window allows you to manage the list of questions to include on the online request.

The Question Type drop-down list allows you to configure the two types of online request questions:

  • Custom Questions

  • Patient Profile

Field Description
Question Type

A drop-down list that indicates the type of questions to display:

  • Custom Question
  • Patient Profile
Question

A text field that indicates the question that will display to the patient on the online request page.
Answer Type

A drop-down list that indicates the type of answer:

  • Multi Select
  • Single Select
  • Text
  • Date Picker
  • Email
  • Phone
  • Check box
  • Long Text
  • Yes/No Buttons
Show/Hide

A drop-down list that indicates if the question is required:

  • Show (Optional)
  • Show (Required)
  • Hidden
  • Show (this option only displays for check box and Yes/No buttons)

Note: If the drop-down list is disabled, the entry is set to Show (Required) and is not configurable.

Task Procedure
Add Custom Questions
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Custom Questions
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Custom Questions
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Re-order Custom Questions
  1. Select a listed entry.

  2. Click the Up and Down buttons to rearrange the entry in the list.
Specify Answers
  1. Select a listed entry with an Answer Type of Single Select or Multi Select.
  2. Click the List Items () icon to display the Custom Question List Items window and specify the list of answers.

Online Request Question List Item Window

You must create answers for any questions that are defined as Single Select or Multi Select.

The Online Request Question List Item window allows you to manage the list possible answers for the selected question.

Field Description
List Item

A text field that indicates an answer to the selected question.
Task Procedure
Add Custom Question Answers
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Custom Question Answers
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Custom Question Answers
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Re-order Custom Questions
  1. Select a listed entry.

  2. Click the Up and Down buttons to rearrange the entry in the list.