Online Patient Registration Forms is the first of Genie Solutions' new suite of Advanced Extras - products you can integrate with Genie to help you save time and improve efficiency in your practice.
Online Patient Registration Forms allow practices to send digital registration forms to new patients. This registration form includes: contact details, billing information (including Medicare and Health Fund details), Emergency Contacts, usual GP details, and the ability to collect consent from patients. It also includes the option to collect telehealth information and consent.
All of this information is securely updated in the patient's Genie record to improve the speed and efficiency of on-boarding new patients in your practice.
This advanced extra is available at an additional cost of $1 per completed form. For more information please see our feature pricing section below, or visit our website.
Before you begin
Online Patient Registration Forms are available to use with Genie v9.3.5 and above. 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.
Our pricing structure is set to $1 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
Our latest release Genie v9.3.6 includes an improved cloud adapter for utilising our Advanced Extras. When you update your Genie to this version, the cloud adapter is automatically installed and ready to configure as part of the update.
For steps on how to update your Genie to this version, please see our Updating to Genie v9.3.X article.
Please note: If you were already using Online Patient Registration Forms and have the original cloud adapter installed on your server machine, this will need to be uninstalled using these steps before following through with the update.
Once you have updated to Genie v9.3.5 or above, proceed as follows:
- In Genie Client, navigate to Special > Update Genie Registration, then click Register in the window that appears;
- 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;
- Enable Online Patient Registration using the toggle button and accept the Terms and Conditions. Once you enable this feature the first time, a direct debit authorisation will be emailed to the primary email address of your practice to complete;
- 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.
|Practice Name||Enter the name of your practice||✔|
|Practice Phone||Enter the practice phone number||✔|
|Practice Text||Practice name you would like to appear as the heading/title of the form||✔|
|Logo||Upload the practice logo to be displayed on the form||
|Sending SMSs||Automatically: Upon saving a new patient record, an SMS with a registration link will be sent to the patient's mobile automatically.
Manually: The SMS will not be sent automatically upon saving a new patient record. You can manually send these at your convenience through the area.
Note: You can toggle between these options at any stage.
|Privacy Consent ***||Enter the Privacy Consent for your practice. There are two fields to enter this information into. If you have a large amount of text, you can use the Abbreviated text for the first couple of lines of the consent and enter the remaining text into the Full Text area. The patient will see the abbreviated text and have the option to select Show More to continue reading.||
|Financial Consent ***||Enter the Financial Consent for your practice. There are two fields to enter this information into. If you have a large amount of text, you can use the Abbreviated text for the first couple of lines of the consent and enter the remaining text into the Full Text area. The patient will see the abbreviated text and have the option to select Show More to continue reading.||
|Telehealth ***||If your practice sees Telehealth patients, you should tick this option and complete the consent as above.||
*** 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; and
- 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.
Marking Patients as Completed
You now have the option to mark a patient as completed. This can be helpful if they haven't completed their registration form or they don't have a valid mobile number and you wish to remove them from the Form Not Sent or Form Not Completed list. To do this, simply click on the button on the right of the window as shown below, then click Mark as completed. This will move the patient into the Forms Completed section.
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.