Practice by Numbers has introduced a feature that lets you update the "Last Submission Date" for specific forms based on when those forms were last submitted in your PMS. This ensures that patient forms remain accurate and reflect the most up-to-date information.
Follow the steps below to understand how this feature works and how to use it effectively.
Why Is This Feature Important?
Keep patient forms accurate and up to date.
Helps with compliance and record-keeping.
Streamlines workflows by syncing data between your PMS and Practice by Numbers.
Access the Form Editor
Go to the Forms section in Practice by Numbers.
Select the form you want to sync and click Edit to open the Form Editor.
Navigate to Editor Settings
In the Form Editor, click the Settings tab (as shown in the image above).
Locate the section labeled Document Title in PMS.
Enter the Form Name
In the Document Title in PMS field, type the exact name of the form as it appears in your PMS.
At least 5 characters must be entered for the Verify button to become active.
The textbox has a character limit of 100 characters.
Click the Verify button to validate the form name and initiate the sync process.
Review the Modal and Confirm Syncing
Clicking Verify will display a modal with the following details in a table for up to 40 patients:
Patient Name: The name of the patient associated with the form submission.
Form Title from PMS: The exact title of the form as it appears in your PMS.
Form Submission Date in PMS: The last submission date for the form.
At the bottom of the modal, you’ll see a Yes/No question:
Does this list of patients look accurate?
If you select Yes, the modal will close, and the system will initiate the form-syncing process.
If you select No, the modal will close, allowing you to adjust the document title and try verifying again.
Note: If there is no record of the form for a patient within the PMS, then the form will be sent based on the patient’s last visit date.
Post-Sync Updates
Once the last submission date is synced based on the document title in the PMS:
The Document Title in PMS will be displayed in the Form Editor Settings page, along with the updated Last Synced timestamp.
Example:
If a patient fills out a medical history form titled "Medical History 1-11-2024" in the PMS, and the document title specified in Practice by Numbers is "Medical History," the system will sync the patient’s last form submission date (1/11/2024) instead of using the patient’s last visit date.
This synced date will now be used for form invitations based on the frequency set for that particular form.
Revert to Last Visit Date
If your office decides that you prefer forms to be sent based on the patient’s last visit date rather than the synced form submission date from the PMS, you can click the Revert PMS Form Submission Date button. This will remove the synced submission date and revert the behavior to use the last visit date for form delivery logic.
Additional Notes
The Verify button and the syncing functionality are restricted to users with Change Form Settings permissions. If you lack these permissions:
The Verify button and the textbox will be disabled.
A tooltip will appear, explaining that you need the appropriate permissions to access these features.
