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.
How to purchase
For pricing information and to enquire or purchase Online Patient Registration functionality for your practice, please enter your details on our Online Patient Registration web page and our Sales team will be in touch in due course.
Before you begin
Online Patient Registration Forms are only available to use with Genie v9.3.3. To use these registration forms, you will need to ensure your practice is updated to Genie v9.3.3.
On the computer where your Genie Server is running, you will be required to install the Genie Cloud Adaptor to facilitate the Online Patient Registration functionality.
The installation process will need to be run on the Genie Server and will include closing the Genie Server application for the duration on the installation process. It is recommended to proceed with the steps below at a suitable time for your practice when all users are not using Genie Client.
When you are ready to proceed, please follow the steps below:
- Quit the Genie Server application via File > Quit (Windows) Genie Server > Quit (Macintosh);
- Launch Genie Solo and proceed to Special > Software Updates;
- Tick the Genie Cloud Adaptor applicable to your Genie Server operating system (Windows or Macintosh) and allow the installer to download to your computer;
- Quit Genie Solo, then run the installer as demonstrated below, ensuring that the installer is directed to your Genie folder. Click Finish to complete the installation;
- Relaunch Genie Server, allowing your Genie Clients to connect.
Please note: In order for Online Patient Registration to run in the background you must ensure the HTTP Server is running. Within the Genie Server application (Server Admin window), select the HTTP Server tab and select Start HTTP Server if it is not already started.
Please note: You will also need to ensure the Genie Server has HTTP and HTTPS enabled, by going to Edit (Windows)/File (Mac) > Database Settings > Structure Settings > Web tab, and ticking the Enable HTTP and Enable HTTPS boxes if they're not already ticked. These boxes are also found in Edit/File > Database Settings > User Settings > Web tab. Please ensure both sets of boxes are ticked.
Quick Tip: To have the HTTP Server launch at startup, navigate to Edit (Windows)/File (Mac) > Database Settings > Structure Settings, select the Web tab and tick Launch at Start up. Click OK to save this change.
Once installation is complete, restart Genie Client to ensure the changes on the server have taken affect and then proceed as follows:
- Click on the Patient Forms button under the calendar on the left of your Genie appointment book to open your default web browser to the Online Patient Registration window;
- Select the Settings icon in the top right and enter your consent data into the required fields.
|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||
|Send SMS Automatically||By default this option will be unticked. When you are ready to start sending Online Patient Registration Forms, tick this option and new patients created moving forward will be sent an SMS with a link to a form.||
|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.||
Once you have completed all of the above steps, please email our Sales team at firstname.lastname@example.org and we will activate Online Patient Registration for your practice.
It is important that all settings are completed in the Configuration stage above to ensure your patients receive a complete and customised form from your practice.
Step 1. Practice
After a patient has booked in for an appointment, you can send them an SMS with a link to the Registration Form.
To send the SMS, simply create a new patient record and enter the following details:
- Patient Name;
- Patient Date of Birth; and
- Patient Mobile Number
Once you Save this new patient record, the SMS will be automatically sent to the entered mobile number with a unique web URL for them to complete the form. This URL will additionally be saved to the patient's Memo in their Demographics should the patient prefer emailed correspondence.
Note: The 'Do not SMS' checkbox will stop this SMS from being sent, and will also prevent future appointment reminders from being sent to the patient.
Step 2. Patient
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.
Step 3. Practice
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.
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.