Enhance patient access and streamline the registration process by providing convenient online options through your organization’s website. Patients can book appointments, submit appointment requests, request to become a new patient, and complete patient portal registration directly online without needing to contact your office beforehand. With Contactless Patient Enrollment, your organization can customize the user experience and seamlessly integrate these features into your website using a direct URL link or a custom widget.

Settings

From the main dashboard click, Utilities.

Select Contactless Patient Enrollment.

Toggle on the Allow Contactless Patient Enrollment option. 

Online booking and appointment requests

Choose to allow all patient requests to be automatically approved and allow online:

• Appointment Booking: Allows patients to view available appointment times and book appointments online. Bookings are automatically approved and added directly to your calendar. 

OR

• Appointment Requests: Allows patients to submit appointment requests online. Requests are automatically approved and routed directly into the appointment request workflow.

Enable virtual appointments

When enabled, patients can choose between Virtual and In-Person appointments when using the Contactless Patient Enrollment (CPE) online booking feature.

To make this option available, enable the Enable virtual appointments for self-scheduling setting within the applicable Appointment Type and/or Person Resource. Click here and here to learn more about enabling this feature.

When enabled, select the Virtual Material Resource that should be associated with the Person Resource.

Automatically enable portal registration during online booking or online requests

If enabled, patients will be prompted to register for the Patient Portal after submitting an online appointment booking or appointment request. This streamlined process makes it easier for patients to complete registration and gain access to their Patient Health Record. 

URL link and embed code 

Copy the URL Link or Embed Code to add online booking to your website. 

• URL Link: Use this link to create a hyperlink from any text, button, or image on your website. 

OR

• Embed Code: Use this code to embed a booking button directly into your website.

Customize widget icon button

You can customize the widget button to match your preferences. Choose the button icon colors, then enter a title in the Button Title field to specify the text displayed on the button, and select a button size from the available options: Default, Small, or Large. Any changes you make are reflected in the widget preview, allowing you to see how the button will appear on your website.  

Customize consent language 

You can customize the consent statement displayed on the Contactless Patient Enrollment form to include practice-specific terms or requirements. 

Your custom consent text will appear alongside a checkbox that patients must select before they can continue. If enabled, this checkbox will be displayed in addition to the default consent checkbox, which authorizes communication via phone, email, or SMS to help ensure transparency and compliance. 

Once you have entered all the required information, click Save to apply your changes. 

CPE from the patient’s point of view

Depending on your practice's online booking settings, patients may see different options when accessing the Contactless Patient Enrollment page through the provided URL or embedded widget on your website. 

Online booking is turned on

If your practice offers online appointment booking, patients can access the scheduling page through a provided URL or an embedded link on the practice’s website. Once directed to the online booking page, patients will be prompted to enter their information, including their last name, date of birth, cell phone number, and email address. They must also confirm that they have read and agreed to the Terms and Conditions before proceeding with the appointment scheduling process. After completing the required fields and acknowledging the terms, patients can continue to the next step to schedule their appointment online.

Both new and existing patients can use online booking to request and schedule appointments. 

New patient

Patients who are new to the practice will be required to complete the New Patient Registration form before proceeding with the appointment process. This form collects the necessary demographic, contact, and other relevant information to establish the patient’s record in the practice’s system.

Existing patient 

Existing patients will be prompted to select their preferred method for receiving a verification code to confirm their identity. They can choose to receive the code either by text message or email. Once the patient selects their preferred method, the verification code will be sent to the corresponding contact information on file. The patient will then need to enter the code to verify their identity and proceed with the appointment scheduling process.

Appointment booking

After submitting the Patient Information Form, the patient is directed to the appointment booking page.

The patient must select a Location, Provider, and Appointment Reason. After making these selections, they can click Search to view available appointment dates and times.

Telehealth appointments

If your practice has enabled virtual appointments for self-scheduling for the selected Provider and Appointment Reason, the patient will see a fourth dropdown menu. From this menu, the patient can choose between a Virtual or In-Person appointment.

Dates with available appointments are highlighted in blue.

After selecting an appointment date and time, the patient should scroll down and click Next to continue.

A pop-up window appears, prompting the patient to review the appointment details before clicking Schedule to confirm the booking.

After the appointment has been scheduled, the patient will see a confirmation message with the details of their appointment.

Booking on is turned off

If your practice does not use online appointment booking, patients can use the URL or embedded widget to access the Patient Request Form. From there, they can submit a request to become a new patient, complete the New Patient Information form and register for the patient portal, all in one convenient online process.

After the patient submits the form, a "Continue Your Account Setup" message will appear with instructions to verify their identity and complete registration for the patient portal. The patient can choose their preferred verification method: text message or email. 

The patient then enters the six-digit Multi-Factor Authentication (MFA) verification code sent to their selected contact method, either via text message or email. 

Following successful identity verification, they can complete the account setup process by choosing a username and creating a secure password. After entering the required credentials, the patient will click Create Account to finalize the registration process. These credentials will serve as the patient's login information, allowing them to securely access their account and use the patient portal. 

Patients who prefer to set up their patient portal account at a later time can choose the Register Later option. Selecting this sends a registration link to their chosen contact method, either text message or email, allowing them to complete setup when convenient. 

The patient’s portal account will remain in a pending approval status until it has been reviewed and approved by the provider’s office. Once the account has been approved, the patient will be notified that their account is ready to use and they can begin accessing the patient portal.

Approved

Rejected

Pending patient queue

When Contactless Patient Enrollment is enabled, the Patient Request screen in Scheduling displays two tabs: Messages and Patient Requests.

The Patient Requests tab contains the Contactless Patient Enrollment queue and is available to clients using RXNT's Scheduling and Electronic Health Records (EHR) software.

For appointment-related requests, remain on the Messages tab.

When viewing the Patient Requests tab, you will see the following options: 

Pending

The Pending section displays patient request forms submitted by patients. These requests can be either accepted or rejected.

• Accepting a request adds the patient to your RXNT account using the demographic information provided on the request form.
• Rejecting a request moves the patient to the Rejected section and prevents the patient from being added to your RXNT account.

Upon approval, the patient is added to the practice and listed under the Approved tab. A confirmation pop-up window appears when the Approve option is selected. 

When Reject is selected, a pop-up window prompts you to choose a rejection reason from the drop-down menu. The selected reason is included in the rejection notification sent to the patient, if configured in the settings.

Click Reject to complete the action.

Approved

The Approved tab displays all patients who have been approved from the Pending queue. It includes the user who approved the request and the date and time the approval occurred. 

Rejected 

The Rejected tab displays patients whose requests have been rejected from the Pending queue. It includes the user who rejected the request, the date and time of the rejection, and the selected rejection reason. 

Viewing demographics

The Request Details column, available within all three tabs, allows the practice to review the patient's submitted demographic information. Click View to open the request details. 

Warnings 

In the Action column, warning icons may appear next to the Reject button when applicable. Hover over the icon to view a brief description of the warning. 

The warning types include:

• Yellow: Indicates a possible duplicate patient exists within the Pending queue.
• Orange: Indicates a possible duplicate patient already exists in the practice's records.
• Red: Indicates the patient may currently be located outside of the country.

When clicking the Yellow or Orange warning icons, you can view the current patient record from the Pending queue and compare it with potential duplicate patient records identified within the system. This allows you to review the information and determine the appropriate action before approving or rejecting the request. 

Additional options

When the Show All Flagged Patients option is selected within the Pending, Approved, or Rejected tabs, only patients with active flags will be displayed. 

The Patient Request screen allows you to export data as a CSV or PDF file.

You can also filter and sort information within each column by clicking the column header to arrange the data in ascending or descending order. 

You can click the Reset Grid icon to restore the grid to its original view. 

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