Appointment Slot: Add an option to use the appointment slot widget in the HIPAA forms

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    kcfamily
    Asked on March 25, 2019 at 06:38 PM

    HIPAA compliant form and need to have a way to schedule appointments through our web page. The patient can see our available times and request what will work for them

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    jherwin
    Answered on March 25, 2019 at 09:41 PM

    Due to HIPAA restrictions, we had to limit some of our features and the appointment slots widget is one of them. Currently, we do not have a HIPAA compliant replacement for the widget.

    However, I thought of a workaround. If you want we can make the date value as a unique question so the client can not submit the form if the date and time are already selected by other clients.

    Related Guide: How to set Form Limits Based on a Unique Question

    Demo Form: https://hipaa.jotform.com/90578128932465

    Please try to select a date and time and submit it twice. It will submit to the first and then the second one is not because that time slot is already taken.

    I'm also forwarding this as a feature request (Appointment slot) to our second level, although we cannot provide an ETA, we will keep you updated via this thread.

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    kcfamily
    Answered on March 25, 2019 at 09:50 PM

    Can you help me with a walk-through of how to set this all up? I am just figuring all of this out and am having difficulties. I have basic stuff figured out, but how will the form know if others submitted? How do we block dates and times from being able to submit? any information and help would be greatly appreciated. Our electronic med records system does not allow patients to select various times for appointments and it is very time-consuming to communicate back and forth via patient portal messages which results and far too many calls throughout the day 

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    jherwin
    Answered on March 25, 2019 at 11:27 PM

    We can help you with this but first, could you let us know the whole process (not actually whole) only the necessary information so we can visualize what you want to achieve.

    We already have a way to block and prevent the user from entering the same date and time. The only problem now is how we can show what date and time are available.

    I am thinking of integrating the form to google spreadsheet then make a new spreadsheet to get the specific cell in the google spreadsheet that is integrated into your form. This way we can show the date and time that is taken to your form using the iFrame embed widget: https://widgets.jotform.com/widget/iframe_embed and embed the spreadsheet containing date and time only.

    Guide: IMPORT RANGE: Imports a range of cells from a specified spreadsheet.

    We will show the date and time that is already taken instead of the available date and time.

    What do you think?

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    kcfamily
    Answered on March 26, 2019 at 05:43 PM
    We would like for patients to go to our website and be able to click a link to set an appointment.
    The patient can submit a request with Patient’s name, date of birth, reason for appointment,
    1st date desired and time requested
    2nd date desired and time requested
    3rd date desired and time requested
    The form can cross check something we can setup such as our outlook calendar or a google one.
    Thank you,
    Shemelle, Office Manager
    KC Family Hope Center
    1740 NE Riddell Rd Ste 110
    Bremerton, WA 98310
    www.KC-Family.com
    Ph 360-567-6109
    Fx 360-479-0143
    “When the world says give up…Hope whispers….one more time!” ~Anonymous
    Please be advised that a response time to all communications is anticipated within 48-hours, unless it is the weekend.
    E-mails are not checked on the weekends or outside of normal business hours.
    Normal business hours are Mon. - Fri. 8AM - 5PM, excluding holidays.
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    P Please consider the environment before printing this e-mail.
    ...
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    jherwin
    Answered on March 26, 2019 at 07:25 PM

    Okay, so I found an alternative to my suggestion before and it's better because we do not have to use google spreadsheets to show available slots or the date and time slots that already taken.

    Please give me more time and I will make a demo and guide for you.


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    kcfamily
    Answered on March 26, 2019 at 08:43 PM
    No problem at all
    Thank you!
    Shemelle, Office Manager
    KC Family Hope Center
    1740 NE Riddell Rd Ste 110
    Bremerton, WA 98310
    www.KC-Family.com
    Ph 360-567-6109
    Fx 360-479-0143
    “When the world says give up…Hope whispers….one more time!” ~Anonymous
    Please be advised that a response time to all communications is anticipated within 48-hours, unless it is the weekend.
    E-mails are not checked on the weekends or outside of normal business hours.
    Normal business hours are Mon. - Fri. 8AM - 5PM, excluding holidays.
    NOTICE: This message, including all attachments transmitted with it, is for the use of the addressee only. It may contain proprietary, confidential and/or legally privileged information. No confidentiality or privilege is waived or lost by any mistransmission. If you are not the intended recipient, you must not, directly or indirectly, use, disclose, distribute, print or copy any part of this message. If you believe you have received this message in error, please delete it and all copies of it from your system and notify the sender immediately by reply e-mail. Patients - Email is NOT considered secure. By choosing to communicate with me or KC Family Hope Center by email, you will assume these confidentiality risks.
    P Please consider the environment before printing this e-mail.
    ...
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    jherwin
    Answered on March 30, 2019 at 09:08 PM

    Sorry for the delayed response. Upon further doing tests using HIPAA forms, I can't get the workaround I'm talking about to work in HIPAA forms since direct google calendar integration is not yet available for HIPAA compliant. By the way, I did it in a normal form to show you what I'm referring to and you can see it as well.

    Here's a demo form: https://form.jotform.com/90849022621959

    The customer can only choose the same date and time twice. After that, the form will no longer submit.

    And here's the guide on how to set the unique question to prevent submission if the user chose the same date and time.

    1.) Add short text entry field to your form.
    1553994255transfer.png
    2.) Please create a condition like this:
    1553994314cond.png
    3.) Once done, go to your form SETTINGS and then find unique question:
    1553994380unique.png

    Choose the short text entry field you've just added. 

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    kcfamily
    Answered on April 05, 2019 at 12:34 AM

    You are amazing! I did not see this sooner. Can we submit blocked dates and times ourselves so they won't be able to ask for those? Say we are out of the office on a day from 3pm to 4:30pm can we just submit those ourselves so they can't? also can we be able to have only one time be chosen?

    Thank you

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    jherwin
    Answered on April 05, 2019 at 12:53 AM

    Can we submit blocked dates and times ourselves so they won't be able to ask for those? Say we are out of the office on a day from 3pm to 4:30pm can we just submit those ourselves so they can't? 

    Yes, you can submit it if you want to get the slot or if you want to close that slot.

    Also, can we be able to have only one time to be chosen?

    Sorry for the confusion, client/customer can only choose date and time once so that fits your requirement. For example, I submitted the form and I reserved this slot (04/05/2019 - 01:00 PM). The user of your form will not be able to send/choose this slot again because it is already taken or reserved.

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    kcfamily
    Answered on April 05, 2019 at 06:43 PM
    Perfect. How do we reopen the slot?
    Shemelle, Office Manager
    KC Family Hope Center
    1740 NE Riddell Rd Ste 110
    Bremerton, WA 98310
    www.KC-Family.com
    Ph 360-567-6109
    Fx 360-479-0143
    “When the world says give up…Hope whispers….one more time!” ~Anonymous
    Please be advised that a response time to all communications is anticipated within 48-hours, unless it is the weekend.
    E-mails are not checked on the weekends or outside of normal business hours.
    Normal business hours are Mon. - Fri. 8AM - 5PM, excluding holidays.
    NOTICE: This message, including all attachments transmitted with it, is for the use of the addressee only. It may contain proprietary, confidential and/or legally privileged information. No confidentiality or privilege is waived or lost by any mistransmission. If you are not the intended recipient, you must not, directly or indirectly, use, disclose, distribute, print or copy any part of this message. If you believe you have received this message in error, please delete it and all copies of it from your system and notify the sender immediately by reply e-mail. Patients - Email is NOT considered secure. By choosing to communicate with me or KC Family Hope Center by email, you will assume these confidentiality risks.
    P Please consider the environment before printing this e-mail.
    ...
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    jherwin
    Answered on April 05, 2019 at 09:32 PM

    You can reopen the slot by deleting submissions you made. Make sure submissions are unique so you can identify them quickly.

    Guide: How-to-Delete-Form-Submission-Data

    If you will delete submissions from other users, I suggest downloading it first so you have a backup.

    Guide: How-to-Download-Form-Submissions-as-Excel-CSV-PDF

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    kcfamily
    Answered on April 08, 2019 at 12:19 AM

    Is it possible to send me that form to clone and to edit it?

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    BJoanna
    Answered on April 08, 2019 at 03:59 AM

    Which form? A demo form my colleague previously provided? 

    Here is the form - https://form.jotform.com/90849022621959

    To clone it, please follow the steps from this guide: 

    How to Clone an Existing Form from a URL

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    kcfamily
    Answered on April 09, 2019 at 04:08 AM

    It tells me I am unauthorized

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    BJoanna
    Answered on April 09, 2019 at 04:17 AM

    Prevent Cloning option was set to Yes and because of that, you were not able to clone it. I set Prevent Cloning to No. Please try again.