Will jotform fit my needs for a online "waitlist" pts can sign up for, multiple physicians to sign in to pick pts off waitlist to call and then chart

  • Profile Image
    Janny Liu 
    Asked on March 19, 2020 at 05:40 PM

    Hi there,

     

    Will jotform fit my needs for a online "waitlist" pts can sign up for, multiple physicians to sign in to pick pts off waitlist to call and then chart notes per pt, archive completed "pt calls" daily, as well as pulling data off daily with ability to sort by done phone calls per physician

     

    For ease of discussion, I'll define a few terms

    - Patient - clients who will be requesting service from my clinic

    - Physician User - Physicians who will utilize the information submitted by patients.  At launch, I expect to have 3 physicians working.  These physicians will need access to the submitted data, with the ability to add more physician users as needed

    - Admin - Me!

     

    The premise is to have an website from which patients can request a callback from a physician regarding their health concerns.  I hope keep this as barebones as possible at the moment.  The goal is to have a minimum viable product ASAP.  I hope to use as many built in features of formstacks as possible, minimizing the need for a custom build. 

     

    Front End Patient Form

    - Name

    - Gender

    - Personal Health Number

    - Birthday

    - Phone Number

    - Address

    - Email Address

    - Reason for Requesting a Physician Phone Call

    - Disclaimer explaining limitations of telemedicine and Consent to submit personal info thru formstacks.  Users MUST click agree, or check a box, or e-signature before they can submit the information to us.

     

     

    Physician Backend / Admin

    - How does the back end data look? - is it a table?

    - Notifications - after a patient submits their information, how will physician users be notified that there is a new patient requesting a call.  Will this show up as an email notification (not ideal), or will there be live updates on the backend (ideal)

    - How will "completed" phone calls be removed or archived from the list? can it be moved to a completed list once physican completes call and archived at end of day (with option of moving it back to phone call list if done accidentally)

    - How can we prevent 2 physician users from calling the same patient at the same time if they are at the top of the list.  Is there a "in progress" or "being edited" alert that can show up.  

    - Logins for physician users - ability for admin only to create/remove users

     

    Physician Callback Form

    Physicians will use the data submitted by patients, and need the ability to ADD their clinical notes.  I will need one or two text entry boxes for paragraph style notes

    Each Physician user will require something to identify that they made the call and completed the note

    They need to somehow indicate that this patient is now complete, and the patient listing will be removed from the actively waiting patient list.  

     

    Storage

    - will all information submitted be archived, if so, for how long? Can this be printed off or downloaded (ideal) once a day?

     

    Reporting

    - export the data to excel, or generate a pdf report of fields of my choosing for a date range, or by physician user. Ideally sortable by physician, date they completed a call with pt health care # so billings can be done easily

     

     

    Thanks for your assistance. Hope to be able to use Jotform at our family medicine clinic!

     

    Janny Liu RN on behalf of Dr Conrad Liu

     

  • Profile Image
    KrisLei
    Answered on March 19, 2020 at 07:21 PM

    Hi Janny,

    Thank you for reaching out to us.

    Let me go ahead and try to address all your queries:


    - How does the back end data look? - is it a table? 

    If you are referring to viewing the submitted forms by your patients, this is called the submission page: How-to-View-Form-Submissions. Basically this is how it looks like:

    95442_submissions-contract-page.png

    - Notifications - after a patient submits their information, how will physician users be notified that there is a new patient requesting a call.  Will this show up as an email notification (not ideal), or will there be live updates on the backend (ideal)

    The email notification is the best way to get notified if there were submissions made on the form if you don't prefer this method, here are the other ways to get notified: Ways-to-Get-Notified-of-New-Submissions-Aside-from-Email-Notifications. However, if you are worried about the data shared on the email notification, you can enable HIPAA on your account: How-to-upgrade-to-HIPAA-Compliance

    Then on the email notification, you can protect the sensitive data, please refer to this guide: How-to-use-Notification-and-AutoResponder-emails-in-HIPAA-accounts

    - How will "completed" phone calls be removed or archived from the list? can it be moved to a completed list once physican completes call and archived at end of day (with option of moving it back to phone call list if done accidentally)

    To understand it correctly, I think the best approach for this workflow is to enable the Save and Continue Form Later feature on the form's settings:

    1584658465Continue later.JPG  

    In this way, before completely submitting the form all the fields are correctly filled. Or you can include the "Edit Link" on the email notification so the Physicians can edit the submitted form anytime, this can also re-trigger the submission:  How-to-Let-Users-Update-Their-Form-Submissions-at-a-Later-Date

    - How can we prevent 2 physician users from calling the same patient at the same time if they are at the top of the list?  Is there a "in progress" or "being edited" alert that can show up.  

    It seems that this option is not yet available in JotForm. However, you can integrate your form to another application like Asana or Monday.com to create or assign tasks automatically once the form is submitted. Here are the available applications that you can integrate with Jotform: Integrations in Jotform

    - Logins for physician users - ability for admin only to create/remove users

    If you want to have sub-users on your account, this is possible with Jotform Enterprise:  https://www.jotform.com/enterprise/. Or you can assign forms to your physicians through the mobile application but this will limit their access to  the form and the submissions and not the full account: Jotform Mobile app

    I will separate the rest of the question in a different thread, and we will attend to it shortly. Please refer to this link: 

    Physician callback form: https://www.jotform.com/answers/2217373 

    Storage and Reporting: https://www.jotform.com/answers/2217377 

    I hope this helps. Let us know if you need further clarification, by opening a new thread