Digital Forms

Make sure information sent through Digital Forms submissions is signed off before writing back to your practice management system with Provider Review. This article will help you use Provider Review once you complete setting it up. For more information on how to set up Provider Review please read the article Set Up Provider Review. 

Send a Form for Provider Review within the Desktop App

Follow the same instructions for sending any form within the desktop app.

To make sure a submission is assigned to the correct provider for review, choose the corresponding appointment in the dropdown when sending the form. The reviewer and appointment status will appear below the dropdown.

If you don’t select an appointment or if appointment data is unavailable, the Forms Manager will be the default reviewer of the submission. They can reassign it to a provider later when the form is submitted.

Review a Form

Each Forms role has a different experience when reviewing submissions.

• Forms Manager can review a submission, reassign a submission to be reviewed by a Forms Provider, and sync the reviewed submission to your practice management system.
• Forms Providers can review assigned submissions by adding their signature and notes.
• Staff can perform a sync with the practice management system after a submission has been approved by a Forms Manager or Forms Provider. They cannot review any submissions.

Make sure information sent through Digital Forms submissions is signed off before writing back to your practice management system with Provider Review. This article will help you set up provider review for digital forms. For more information on how to use Provider Review please read the article Using Provider Review.  

Map a Provider

Add special forms permissions to allow practitioners in your office to use Provider Review.

1. Within the Weave Portal, select Account from the left navigation
2. Click Users
3. Choose to either add a user or edit an existing user
4. Under Roles & Location Access, use the dropdown to choose one of the following roles
   • Forms Manager: Allows a user to assign submissions to a provider or approve submissions themselves
   • Forms Provider: Allows a user to sign submissions for approval
5. If you choose Forms Provider, select the corresponding provider with scheduled appointments in your practice management system from the dropdown

   Note: Any names that are greyed out and tagged as “mapped” have already been used for a Forms Provider user. If a provider name is not shown, they don’t have any appointments scheduled in the practice management system.

6. Click Submit

Designate a Form or Packet for Provider Review

Next, you’ll need to choose which types of forms or packets need to be reviewed before being written back to your practice management system.

1. Open the Digital Forms Dashboard
2. Click Form Builder
3. Within Forms or Packets, select the form or Packet you would like to designate for Provider Review

   Note: Designating a packet for Provider Review does not designate each individual form. Only when the packet is sent will they require review unless you turn on Provider Review for each form individually.

4. Click on the Review icon in the top right corner
5. Within the pop-up, toggle on Needs Review

   Tip: If the icon is purple, the form is already marked for review

Once designated for Provider Review, the form will only sync with your practice management system after it’s approved.

Authorize Writebacks for Digital Forms 

The writeback settings determine what information is synced into your management system. You can choose whether to have certain information writeback automatically or manually.

Manually Retry a Failed Writeback Sync

If a form fails to write back to your management system, it may need to be manually synced.

1. Click into the submission detail page in the Failed Sync folder
2. Scroll to the bottom, make sure the writebacks are toggled on, and click Retry Sync

Turn on Manual Writeback Controls

If you'd like to have more control over what, when, and how information writes back to your management system from submitted forms, you can manage them in the Digital Forms Dashboard.

1. Select Settings from the left menu
2. Click Writebacks 
3. From here use the dropdowns to choose writebacks to sync automatically, manually, or not at all for:
   • New Patient Creation: Allows Weave to create new patient profiles in your management system if it does not recognize the name submitted with the form
   • Patient Record Updates: Allows Weave to update the patient record in your management system from the information on a form
   • PDF Document Writebacks: Allows Weave to upload a PDF of each form into your mangement system's document library

Changes save automatically.

Writeback Options

• None: No writeback will occur
• Automatic: Writebacks will happen automatically as soon as a submission is received. If an automatic writeback fails, you can still retry the writeback.
• Manual: Writebacks are set up to happen, but you will have the opportunity to review the information before Weave Digital Forms updates the data in your practice management system.

Approve Manual Writebacks

If you've chosen to have some information write back manually, you'll need to approve submitted forms before the information syncs to your management system.

1. Click Form Activities
2. Select any form with Needs Approval below the patient name and form type
3. Check the submission to make sure the information is correct
4. Scroll down to the Writebacks section 
5. Manually toggle the info you would like to writeback for:
   • Create Patient 
   • Update Patient
   • Upload Document
6. Press Sync All

Manual Writebacks for Multi-Location Accounts

If a patient is found in multiple of the writeback-capable practice management systems, you’ll have to manually choose the preferred writeback destination.

1. Click into the form within the Form Activities section
2. In the Writebacks section, click See More next to the practice management system names
3. In the pop-up, click the circle next to the desired destination system 
4. Click Confirm 
5. Click Sync All

A patient found in one system will automatically write back as long as the management system is writeback-capable and automatic writebacks are chosen in the settings. If manual writebacks are selected, you’ll have to approve the writeback in the form submission manually.

Learn how information from Digital Forms automatically transfers to integrated Practice Management Softwares.

Additional Functionality for Integrations

Weave’s Digital Forms product is available to all Weave customers, making it easier than ever to collect important customer information.

This product also integrates with certain Practice Management Softwares for automated writeback functionality. Writebacks allow Weave to transfer the information your customers fill out in your form directly to your Practice Management Software.

Does my Practice Management Software integrate with Digital Forms?

Weave’s Digital Forms product currently integrates with the following Practice Management Softwares:

• Open Dental (All versions)
• PracticeWeb (v. 21+)
• Dentrix (v. 6.3+)
• Eaglesoft (v. 18+)
• Crystal
• OfficeMate
• Revolution

The information Weave can transfer to your Practice Management Software is dependent on which software you use.

What information writes back to my management system?

When a customer fills out one of your forms, certain information will record to your Practice Management Software, updating the customer’s record.

The chart below illustrates which information is transferred to your Practice Management Software from Weave:

Weave Digital Forms makes it easy for offices with Open Dental to collect medical history information and automatically make updates in their management system.

Turn on Medial History Writebacks

1. Open the Digital Forms Dashboard
2. Click  Settings
3. Make sure writebacks are Authorized and each individual section is set to the preferred setting in the Writebacks section
4. Select Medical History
5. Click into each category (Allergies, Medical Conditions, and Medications) and select Sync to populate the field options
6. Make sure each option that you wish to appear in your forms is  toggled on. Options that are toggled off are still synced with Weave Digital Forms but will not appear on your forms

Now you can use the Allergies, Medical Conditions, and Medications Primary Fields to quickly build medical history questions in your forms with auto-populated answer options.

Add Medical History Fields to Your Forms

1. To add the fields, create or edit a form in the Form Builder
2. Drag the Allergies, Medical conditions, or Medications fields in the Primary Fields section to your form
3. Edit the question as you would like
4. Click Add

   Note: You won’t be able to see the options in the form builder. To see what your patients will see, preview the form.

5. Select Save

You can now send the form to clients and write back their responses to Open Dental depending on your selected writeback settings.

See Updates in Open Dental

1. Open the Open Dental system
2. Select the Patient to open their profile
3. Check Patient Information to see the updates
4. Find the completed forms by selecting Images and Medical History

Transfer your patient's medical history information from Digital Forms to Eaglesoft with a data sync from the Medical History Form created by Weave for Eaglesoft customers.

**The only way to write medical condition information back to Eaglesoft is to use the pre-populated Medical History Form.

Send Medical History Form to Patients

Because this form has already been conveniently created by Weave, all you have to do is send the form to your patient for them to fill out and submit.

1. Open the patient profile by searching in Patients
2. Click the Forms icon 

   Tip: You can also go to the message thread with the patient and click on the Forms icon at the bottom of the page.

3. From the Form or Packet Name dropdown, select Medical History - Form

   Tip: You can also add the Medical History Form to a packet to be sent with other forms. Because the Medical History Form cannot be edited, you may want to include an additional form with any other information that needs to be updated by the patient. See here for fields you can add to an additional form that will write back to Eaglesoft.

4. Select the method of delivery (text or email)
5. Click Send 

From here the patient will fill out the form with their medical history. 

As soon as they submit, you will see the form appear in the Digital Forms Dashboard with their name. Click into the form and scroll to the bottom to see the writeback status.

Synced next to the Patient icon shows that a patient's medical history is updated in the patient record in Eaglesoft. 

See the Automatic Updates in Eaglesoft

1. In Eaglesoft, select the user that submitted the form
2. Select SmartDoc 
3. Click the uploaded PDF in the left hand menu to download or see the filled-out form 
4. Go back to the user
5. Select Med History

Here you'll be able to see the updates and comments from the submitted Medical History form. Any old information is overwritten by the writebacks from the new form.