Practice by Numbers now allows you to sync a form’s “Last Submission Date” with the date the same form was last submitted in your Practice Management Software (PMS). This powerful enhancement ensures your form automation is based on actual patient form activity—not just visit dates—leading to smarter delivery and cleaner records.
Why This Matters
Uses real submission dates instead of relying on visit history.
Prevents redundant form sends to patients who already completed the form.
Improves compliance and documentation accuracy, especially for key forms like medical histories, consents, and financial policies.
How to Set It Up
1. Open the Form Editor
Go to the Forms section in Practice by Numbers.
Click Edit next to the form you want to sync.
2. Access Editor Settings
In the Form Editor, navigate to the Settings tab.
Scroll to the Document Title in PMS section.
3. Enter the PMS Document Title
In the Document Title in PMS field, enter the exact title of the form as it appears in your PMS (e.g., Medical History).
Requirements:
Minimum 5 characters to activate the Verify button.
Max 100 characters.
Click Verify to fetch matching form data from your PMS.
Review the Matched Records
After clicking Verify, a modal will appear showing up to 30 patient matches based on the form title.
The table includes:
Patient Name – The patient associated with the form.
Form Title from PMS – Title exactly as it appears in your PMS.
Form Submission Date in PMS – Date the form was last submitted.
At the bottom, you’ll be asked:
“Does this list of patients look accurate?”
Click Yes to confirm and sync the submission dates.
Click No to cancel, make changes, and verify again.
📝 Note: If no matching PMS form is found for a patient, the system will fall back to using the patient's last visit date.
After Syncing
Once confirmed:
The Document Title in PMS will be saved in the form's settings.
A “Last Synced” timestamp will display.
The synced form submission date will now control when the form is sent, based on the recurrence frequency you've set (e.g., every 12 months).
Example: If a patient completed a form titled "Financial Policy" in your PMS on 11/03/2023, that date will now be used in Practice by Numbers instead of their last visit date.
Want to Go Back?
If your office decides to revert to using the last visit date instead:
Simply click Revert PMS Form Submission Date in the form’s settings.
This will clear the synced data and resume the default logic.
Permissions Required
Only users with Change Form Settings permissions can access this feature.
If you don’t have the necessary access:
The Verify button and text field will be disabled.
A tooltip will explain that elevated permissions are required.
