Service Code Mapping in Practice by Numbers (PbN) simplifies how practices send forms to patients by automating the process based on scheduled services. Instead of relying on manual steps or broad frequency-based logic, this feature ensures that patients receive only the forms relevant to the procedures or appointments they’re scheduled for.
What Is Service Code Mapping?
Service Code Mapping links specific forms to specific service codes used during scheduling. On the Forms page, you’ll find a column titled "Required for?". When this option is used, the form is directly tied to one or more service codes.
When an appointment is booked using a service code linked to a form, the system will automatically send that form to the patient—no manual action needed. This automation ensures that the appropriate paperwork is delivered every time a qualifying appointment is scheduled.
Why It Matters
Implementing Service Code Mapping offers several key benefits for your practice:
Reduces Administrative Workload: Staff no longer need to manually track which patients require which forms, saving time and reducing errors.
Improves Patient Preparedness: Patients arrive with the right forms completed, reducing delays and ensuring appointments start on time.
Ensures Compliance and Accuracy: Forms specific to the service type help gather the correct consents and pre-visit data based on the procedures planned.
Streamlines the Workflow: Automated form delivery integrates smoothly with your scheduling process, creating a more efficient front desk and better patient communication.
Enhances Patient Experience: Personalized and timely delivery of forms improves clarity and reduces confusion for patients ahead of their visit.
Important Setup Note
When you assign a form using the "Required for?" column, the "Frequency" column will be automatically disabled for that form. These two settings cannot be used together. You must choose to trigger the form either:
By the service code (e.g., for treatment-specific forms), or
By frequency (e.g., annual or one-time onboarding forms),
but not both at the same time.
How to Set Up Service Code Mapping
Navigate to the Forms section of your PbN dashboard.
In the "Required for?" column next to each form, select the service codes that should trigger form delivery.
Once saved, any appointment created with those service codes will prompt the system to send the form automatically to the patient.
As long as the appointment includes a linked service code and the patient has an email or SMS-enabled communication channel, the system will handle the rest.
