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
On your company's website, patients can access the Patient Request Form by clicking either the provided hyperlink or the embedded widget button. Selecting either option opens the Patient Request Form in a new browser tab, where patients can submit their request.
After submitting the form, the patient will receive an invitation to register for the Patient Portal via email or text message, based on their preferred communication method.
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 send patient portal registration
If enabled, patients will automatically receive a Patient Portal registration invitation after submitting an online appointment booking or appointment request.
The patient will receive their portal registration link using their preferred communication method selected on the online booking form.
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.
Booking on is turned off
If your practice does not use online booking, the URL or embedded code directs patients to the Patient Request Form, where they can submit a request for an appointment.
After the patient submits the form, a Request Successfully Sent message is displayed, along with instructions for registering for and using the RXNT Patient Portal.
The patient will then receive an invitation to register for the Patient Portal by email or text message, based on their preferred communication method.
When the practice responds to the patient's appointment request, the patient receives a notification indicating whether the request has been approved or declined.
Online booking is turned on
If your practice uses online booking, the URL or embedded code directs the patient to first accept the Terms and Conditions, then complete the applicable Patient Information Form.
Both new and existing patients can use online booking to request and schedule appointments.
New patient
Patients who are new to the practice should select No and complete the Patient Information Form in its entirety.
Existing patient
Existing patients should select Yes, indicate whether they know their Account Number or Medical Record Number (MRN), and then complete the applicable Patient Information Form in its entirety.
A verification code is generated in the patient's Authenticator App. The patient must retrieve and enter the code in the designated field, then click Submit to complete the verification 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 Appointment to confirm the booking.
After the appointment has been scheduled, the patient will see a confirmation message with the details of their appointment.
If your practice has Automatically send portal registration during online booking enabled, the patient will immediately receive a Patient Portal registration invitation through their preferred communication method.
The patient can then follow the registration steps outlined here.
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.
Still, need help? Contact us!
Have a great idea? Tell us about it!