Patient Engagement Tutorial
- Caroline Collins
Learn how to
Walk a patient through completing forms in a Patient Engagement Envelope
Accept forms from Patient Engagement in to CRM or EMR charts
Enable forms for sending via Patient Engagement in Forms Builder
Date: January 23, 2023
Author: Caroline Collins
Setup User to send via Patient Engagement
1. Click on Half-Person Icon (top-right corner) and select User Profile
2. Enter your password and click Continue
3. In User Email Authentication Setup, select OAuth2 For Gmail or Outlook from Email Service Authentication and click Log In
4. Select your email and allow any sharing requests; upon confirmation of login click "Update" in user profile (bottom-right) to save changes in user profile
Send a Patient Engagement Envelope
These steps will apply in the CRM or EMR; this demonstration uses an Opportunity in the CRM, however all steps will be the same after opening the Opportunity
1. Click on Opportunities and select the opportunity to which you will send the envelope
2. Click on Patient Engagement in the chart tabs
3. Click on Create Envelope
4. Select email from dropdown, which will populate from patient's Face Sheet; you can also enter a new email address
5. Enter an Envelope Name, which will be the subject of the email the patient will receive
6. Add any notes to the standard envelope header and footer as necessary or re-write as desired; this will be in the body of the email
7. Select desired forms to include in the envelope by expanding the tab lists.
Admin note: a form must be enabled in Forms Builder to "Include in Patient Engagement" to be available in this list.
8. If a form has already been created/opened within the chart, you can select it via the checkbox, then click "Add" to include it in the envelope
9. You will now see your selected form in the "Included Forms" list and that instance will no longer be available in the "Available Forms" list
10. You can also include new instances of available forms in your envelope by clicking "(New Instance)" next to any form name
11. Creating a new instance will prompt you to enter the Service Date of the new form; this will automatically be included in your envelope to send after clicking Add
Service Date is typically the creation date but you can select any date that applies
12. Once you have added all forms needed, click Send to send your envelope
Create a Patient Engagement Template
1. With all necessary forms added to the "Included Forms" list, you can now create a template with the "Add as template" button
2. Name your template and click "Add"
3. Your template will then be available in "Available Templates" in the Available Forms section of each new envelope
Created Envelope Detail
1. To revisit the details of your envelope including included forms, and the status of the completion or cancellation of each, return to the Patient Engagement Tab in the CRM or EMR Chart, scroll to any envelope, and click "Show Details"
2. Within your envelope details, you can see many details about your envelope, including Opened, Completed, Cancelled, and Accepted timestamps for each form.
3. You can see any history of the envelope sent through Sunwave to the envelope recipient
4. Each envelope includes a URL link, which can be provided to the patient separately from the envelope they received, including via email, messaging app, or text message. Clicking the URL will copy it to your clipboard
Patient Signing Forms
1. Patient will receive an email with a link to the envelope
2. They will be required to enter their Last Name and Date of Birth, then Submit to open the envelope and view the forms
Patient will be required to enter their name and date of birth as it is setup in their Opportunity CRM/Patient Header (EMR) - if the patient reports issues with opening the envelope, confirm spelling/DOB.
3. The patient will click on the link to each form to open, review and sign
4. Patients can edit forms as needed by typing details where need or selecting/deselecting checkboxes, etc.
5. To sign the form, they will click on Sign and Submit (bottom-left)
6. Patient will use the mouse to sign the envelope, then click complete
Accepting Patient Engagement signed forms into Opportunities or EMR
All forms, upon completion by patients, will need to be accepted to be viewed in an opportunity or EMR chart. Forms can also be cancelled if they no longer need to be signed by the patient.
1. Click on Patient Engagement in the Left Navigation Menu, then click on Pending Forms
2. Select the form to review by clicking anywhere on the form name
The status column will identify forms that have not yet been opened by the patient and which have a patient signature completed
3. You can review details added to the form and confirm the signature
4. To accept the form, click on Accept Form in the top right
5. You can also accept bulk forms using the checkboxes next to each form
Enabling Forms for Sending via Patient Engagement
This section applies only to Sunwave Admins who have access to Form Builder; contact your internal admin or Sunwave Customer Success Advisor with any questions
1. To enable forms to be sent via Patient Engagement, click on Forms Builder in the left navigation menu
2. Search for or scroll to select the form to enable it for Patient Engagement
3. Within the Edit Form pop up, you will be able to select/deselect the checkbox for Include in Patient Engagement
Forms must be included in the CRM or EMR form set to be available in either module; form instances can be sent via Patient Engagement even if they are already signed, and if they do not have "Include Patient's Signature" selected in the Form Setup