Enhance patient enrollment by implementing a seamless registration platform on your practice's website. This feature allows patients to register and self-enroll for the patient portal directly from your website, eliminating the need for them to contact your office beforehand. With Contactless Patient Enrollment, you can customize the appearance and integrate the form seamlessly using a URL link or a custom widget.
Overview
Within your company's website, patients can initiate a Patient Request Form by clicking either the provided hyperlinked URL or the displayed button within the widget. Upon clicking, a new tab will open, presenting the Patient Request Form.
Upon form submission, the patient will receive an invitation to register for the Patient Portal via email or text message, depending on their communication preference. Following this, the patient will be added to the Pending Patients Queue and await approval. Once approved, the patient will receive an email confirming their registration.
Settings
From the main dashboard click Utilities.
Select Contactless Patient Enrollment.
Toggle on the Allow Contactless Patient Enrollment option.
You can choose to customize the widget icon button to suit your preferences.
Click Save.
Copy the URL Link or Embedded Code. The URL link can be used to hyperlink any text on your website, while the embedded code represents a button that can be embedded into your website.
If you wish to send patients a rejection notification when their registration is not approved, toggle on the Send Patient Rejection Notification When Rejected option.
When a patient is rejected from the Pending Patient Queue, they'll receive an email or SMS notification based on their preferred communication method. You will be able to preview the email/SMS content before sending it. If your practice has multiple locations, you can easily switch between them using the location dropdown menu.
Online booking
Choose to Allow all patient requests to be automatically approved and allow online appointment booking.
The patient's appointment will automatically sync to the company's appointment calendar in real-time.
If enabled, opt to Automatically send portal registration during online booking.
The patient will receive their portal registration link via their preferred communication method indicated on their online booking form.
Enable virtual appointments
When enabled, patients will be able to choose between Virtual or In-Person visits when using the CPE online booking feature.
This setting, Enable virtual appointments for self-scheduling, is turned on within an Appointment Type and/or a Person Resource (example below). Click here and here to learn more about enabling this feature.
When enabled, select which Virtual Material Resource must be linked to the Person Resource.
Pending Patients Queue
Upon enabling Contactless Patient Enrollment, the Patient Request screen in Scheduling will display two tabs: Messages and Patient Requests.
The Messages tab function remains the same with no modifications.
When viewing the Patient Requests tab, you’ll see the following options:
Pending
In the Pending section, you will find patient requests forms submitted by patients. These requests can be either accepted or rejected. Accepting a request will add the patient to your RXNT account with the demographic information provided in their request form. Conversely, rejecting a request will move the patient to the Rejected section, preventing them from being added to your RXNT account.
Upon approval, the patient will be effortlessly added to the practice and listed under the Approved tab. A confirmation pop-up window will appear when the Approve option is chosen.
When Rejected, a pop-up window will prompt you to select the reason for rejection from the dropdown menu. The reason will be included in the rejection notification sent to the patient if configured in the settings. Click Reject.
Approved
The Approved tab will list all patients who have been approved from the pending queue. It will list the user who approved the request and the timestamp of approval.
Rejected
The Rejected tab will list the patients who have been rejected from the pending queue. It will list the user who rejected them, the timestamp of the rejection, and the rejection reason.
Viewing demographics
The Request Details column within all three tabs allows the practice to view the patient’s submitted demographic information. Click View.
Warnings
In the Action column, you will see warning icons next to the Reject button, if applicable. Hover over the icon to see a brief description.
Warning types
Yellow: Possible duplicate patient in the pending queue.
Orange: Possible duplicate patient that already exists.
Red: This patient may be currently out of the country.
When clicking on the Yellow or Orange warning icons, you can view the current record from the pending queue and compare it to the potential duplicate(s) found within the system.
Additional options
When the Show All Flagged Patients option is selected within the Pending, Approved, or Rejected tabs, only flagged patients will be displayed.
The Patient Request screen allows you to download data as a CSV or PDF file, and you can filter or sort each column in ascending/descending order by clicking on the column header.
You can click the Reset Grid icon on the top right to restore the original view.
CPE from the patient's point of view
Depending on your practice's online booking settings, the patient may see various options when using your contactless patient enrollment link or embedded code.
If your practice does not utilize online booking, the URL or embedded code will direct the patient to complete the following Patient Request Form.
Once the patient submits the form, their webpage will display the Request Successfully Sent message, along with instructions for registering and utilizing the RXNT patient portal.
The patient will then receive an invitation to register for the Patient Portal via email or text message, depending on their communication preference.
When the practice responds to the patient's request, the patient will receive a notification indicating the approval or rejection.
If your practice rejects the patient's request, their patient portal login will become inactive.
If your practice utilizes online booking, the URL or embedded code will first direct the patient to Accept the Terms and Conditions, then complete the applicable Patient Request Form.
New and/or existing patients can complete online booking.
Non-existing patients will select the No radio button and complete the Patient Information form in its entirety.
Existing patients will select the Yes radio button, indicate if they know their Account or MRN number, then complete the respective Patient Information form in its entirety.
The existing patient will be required to complete Multi-Factor Authentication (MFA) by selecting their preferred verification method, then Continue.
A verification code is sent to to patient's preferred verification method. The patient will need to retrieve and enter the code below, then click Submit to complete.
Online booking
Once the patient submits their Patient Information form, they will be directed to appointment booking.
The Location, Provider, and Appointment Reason must be selected. Once done, the patient will Search to locate available appointment dates and times.
Telehealth appointments
If your practice has enabled virtual appointments for self-scheduling for the chosen Provider and Appointment Reason, the patient will see a fourth dropdown menu. The patient will choose between a Virtual and In-Person appointment.
Dates with available appointments will be indicated with a blue highlight.
Once the patient selects a date and appointment time, they will scroll down and click Next to proceed.
A pop-up will appear, prompting the patient to review the appointment details and schedule the appointment.
Once submitted, the patient will see the following confirmation of their appointment.
If your practice has the setting to Automatically send portal registration during online booking turned ON, the patient will immediately recieve the patient portal registration via their preferred communication method.
The patient would then follow all registration steps outlined here.
Still, need help? Contact us!
Have a great idea? Tell us about it!