Practice by Numbers (PbN) offers customizable templates for sending online forms and consent documents to patients. These templates streamline communication, ensure consistency, and enhance the patient experience by delivering important forms in a timely and automated fashion.
Where to Access Form Templates
To access your form templates in Practice by Numbers:
Log in to Practice by Numbers.
Navigate to the Forms section at the top of the interface.
Click on Templates located on the left-hand side of the page.
Types of Form Templates
In the Templates section, you’ll find various message templates for manual and automated form delivery. These include:
Initial form request emails (manual or automatic)
Reminder messages for incomplete forms
Confirmation messages for completed or signed treatment & consent forms
Follow-up emails sent automatically after patients complete and submit forms
Each template is tied to a specific action or trigger in the patient form journey, helping ensure timely and appropriate communication.
Customizing Your Templates
Each message template gives you the ability to tailor the wording, tone, and branding to suit your practice’s voice. You have the following options for each template:
Test: Sends the message to yourself, so you can see how it will look in a real inbox.
Preview: Opens a visual preview of the message as it will appear to patients.
Edit: Opens an editor where you can update the message content.
This flexibility allows your team to ensure messages are clear, professional, and aligned with your patient communication standards.
Why These Messages Matter
Using and customizing these templates has several key benefits:
Enhances Patient Experience
Patients receive timely, personalized instructions without needing to call the office.
Clear, well-branded emails help build trust and encourage compliance with form completion.
Improves Practice Efficiency
Reduces the burden on front office staff who would otherwise follow up manually.
Ensures patients are fully informed before appointments, speeding up in-office workflows.
Ensures Legal and Clinical Preparedness
Templates for treatment and consent forms ensure patients receive confirmation and records of their agreement, supporting compliance with legal and HIPAA requirements.
Pro Tip: Test Before You Send
Always test new or edited templates by sending a message to yourself. This helps catch formatting issues, broken links, or typos before patients see them.
When Are These Emails Sent?
These messages may be sent in the following scenarios:
Automatically after scheduling an appointment (if enabled)
When a staff member manually sends a form request
After a patient signs a treatment or consent form
As reminders for incomplete or pending forms
Each of these workflows can be customized based on your practice’s needs and automation preferences.