Online Patient Registration is the first of Genie Solutions' new suite of Advanced Extras. This product allows you to send digital registration forms to new patients where they can fill in their details including contact and billing information, emergency contacts, usual GP details, consent forms (privacy, financial, telehealth), patient attachments and custom medical history questions.
When a patient completes their form, all of this information is securely and automatically updated in the patient's Genie record, saving you time on-boarding new patients and helping you improve the efficiency of your practice.
Before you begin
Online Patient Registration Forms are available to use on the latest version of Genie. To use these registration forms, you will need to ensure your practice is updated to Genie v9.3. This Advanced Extra is only available if your practice is running a "Client / Server" Genie environment.
We recommend using Google Chrome as your default web browser when accessing the Advanced Extras window.
We've added some new features to our registration forms recently based on your customer feedback. Visit our What's New article for a detailed list of all our new features!
Our pricing structure is set to $1 (ex. GST) per completed form. Please see below information for a breakdown of what this price includes.
- Price includes the initial SMS and up to two follow up SMS
- You only pay when your patient submits the form (and patient data is captured in Genie)
- We give you the opportunity to test how the forms work for your practice with 5 free trial forms
When you update your Genie to the latest version of Genie, the cloud adapter is automatically installed and ready to configure as part of the update.
For steps on how to update your Genie, please see our Updating to Genie v9.3.X article.
Please note: If you are on Genie v9.3.4 and are already using Online Patient Registration Forms, the original cloud adapter will need to be uninstalled using these steps before following through with the update.
Once you have updated your Genie, proceed as follows:
- Click on the button under the calendar on the left of your Appointment Book. This will open your default web browser to the Online Patient Registration Settings window;
- Click the
Once you enable this feature the first time, a direct debit authorisation will be emailed from our sales department to the primary email address of your practice to complete. This may take some time to be sent through, however, you can utilise Online Patient Registration prior to receiving this;
toggle button after entering in your practice name and phone number, then accept the Terms and Conditions.
- Complete your practice details and your consent data in the required fields, then click Save. Upon saving, you will be able to start sending Online Patient Registration forms.
* You may already have suitable consents that your patients agree to when they visit your practice. If you are unsure what consent details to enter in the form, you may need to consult with an appropriate third-party such as your medical indemnity insurer or legal counsel.
Step 1. Creating the Patient
To send an SMS with a link to the Registration Form, you will first need to create your patient in Genie. Simply create a new patient record , enter the following details and click Save:
- Patient Full Name
- Patient Date of Birth
- Patient Mobile Number
* Must be a valid mobile number (e.g. 04xx xxx xxx / +614xx xxx xxx)
Once you have created the patient record and pressed Save, you must wait approximately one minute before attempting to open the demographics again to add additional information or copy the registration link into an email.
Step 2. Sending the SMS
At the top of your window you will see three sections where your new patients will appear, depending on your SMS set up.
If your settings are set to send SMSs automatically:
Once you click Save in a new patient record, the initial SMS will be sent automatically. These patients will then appear in the Forms Not Completed section of your window.
If your settings are set to send SMSs manually:
Once you click Save in a new patient record, the patient will appear under the Forms Not Sent section of your window. To send the initial SMS, check the box next to the patient/s name and click the button in the top-right. Once the initial SMS has been sent these patients will be moved into the Forms Not Completed section.
Sending reminder SMSs:
If you have sent SMSs either automatically or manually and the patient has not completed the form, you have the option to manually send reminder messages to them. Simply navigate to the Forms Not Completed section of your window, check the box next to the patient/s name and click the button in the top-right. The number of SMS Sent and the Date Sent will update the next time you load this window.
Step 3. Patient completes the form
Once the patient receives their SMS they can click the link and the Online Patient Registration Form will open on their device.
The patient will be prompted to create an account. Once their account is created, patients can then fill in all of their patient information. This information includes date of birth, address, and Medicare details among other fields. Once completed, the patient will select Submit. Once they hit submit, they will be moved into the Forms Completed section.
For a complete list of all current fields in the registration form, and what information is synced back into Genie, please see our Current Fields in Online Patient Registration Forms article.
Step 4. Information is loaded into Genie
Once the patient has completed their details and clicked Submit, the information will automatically be imported into the relevant fields of the patient's Demographics window for the practice to view. Additional information is available in the patient's Notes section.
You can view which patients have completed the form by navigating to the Forms Completed section of your window. You can also click on the View Form button in here to view all the details that they have entered.
The Whole Journey
If you'd like to see the Online Patient Registration process in full, including what the patient will see when they're submitting their registration form, take a look at the video below.
For an extensive list of frequently asked questions that we have received, please see our Online Patient Registration - FAQs article.