Introduction:
Improvements have been made to Legwork’s integration with Cloud9 and Denticon allowing completed patient forms to automatically sync into the practice management system. These updates will help practices reduce the time and effort spent uploading completed patient forms into the system by providing the option to automate the task of uploading the completed form as a PDF into the patient's notes. There is also an option to automate the demographic and insurance information provided within the forms to update the patient records when a complete form is received. These improvements will be live as of 11/14/24.
How has Legwork's integration with Denticon changed with this update?
Answer:
When Denticon practices use Legwork for Patient Forms, starting on 11/14/2024 they will be able to configure Legwork to upload the completed forms into the practice management system (via manual approval in the UI or setting it up to automatically to post when received). Select data from fields in the Patient Information form and the Insurance form will update the practice management system.
Prior to this update, to keep a Patient Record up-to-date, Denticon practices would have to go to the form submission page to download the PDF version of the form, then go to the Patient record and attach the form. Additionally, they would have to check the form to determine what information has been updated, and then make the update in the system. With this update, offices have the option of automating these activities.
How do I configure my forms to upload into Denticon?
Answer:
Users can go to Paperless Forms -> Form Builder -> Navigate to the form you wish to auto-upload to the PMS when received -> Click into the Settings Tab -> Check “Sync PDF Submissions to the Patient Document Center”. By checking this box, the user marks the form as eligible to be uploaded into Denticon.
Checking this box alone does not mean that the upload will be automated. Without toggling the “Automatically update and synchronize the Practice Management System” to an Active position, users will still need to go to "All Submissions" and click the blue "Approve" button for the form to be sent to the practice management system as a PDF attachment.
If users want to automate this and bypass clicking the Approve button, they’ll need to toggle the “Automatically update and synchronize the Practice Management System” to an Active position.
All forms (default or custom) can be configured to be uploaded into Denticon with the “Sync PDF Submission to the Patient Document Center” checkbox. However, the application will need the ability to resolve a Patient’s identity to match, so that we need the first + last name fields, and one or more of the following fields (birthdate, phone number and/or email), to be present on the form.
Where are uploaded forms found in Denticon?
Answer:
There will be a notepad icon on the Patient Overview screen, users can click the icon to be directed to the Patient Notes screen. This page can also be reached by clicking on the Patient Notes icon from the toolbar. Users will need to filter by "Documents" once they are on the Patient Notes screen.
Which Forms can be uploaded to Denticon as a PDF?
All Forms can be configured to be uploaded to Denticon as a PDF. The application will need the ability to resolve a Patient’s identity to match, so that we need the first + last name fields, and one or more of the following fields (birthdate, phone number and/or email), to be present on the all forms that need to be uploaded to Denticon as a PDF.
However, only Patient Information, Medical History, and Patient Insurance Forms updates updates records within Denticon.
| Form Type | What writes back into Denticon? | Notes |
| Patient Information Form |
nickname
email
addressLine1
addressLine2
city
state
zip maritalStatus pronouns preferredLanguage homePhone cellPhone workPhone |
|
| Insurance Form |
The information writes back as a comment in Patient Notes
|
When Patient Information forms are submitted, how I do view and accept updated Patient Information to be reflected in Denticon?
Answer:
When forms have been returned and there is information to sync, the Denticon user will see a icon in the Patient Overview Record. When the user clicks on the red bell, Denticon will bring up the Patient Demographic Comparison details screen, with a button to Update the Patient record by accepting the changes sent by Legwork.
Which fields in the Patient Information form will be updated in Denticon?
Answer:
When Patient Information Forms are completed and this toggle is enabled, we writeback the following fields in Denticon: Preferred Name, Email, Home Phone, Cell Phone, Work Phone, Address, Marital Status, Pronouns, Preferred Language
If I activate the “Automatically update and synchronize data with the Practice Management system” toggle for Insurance Information Form, where will the updated information be stored in Denticon?
Answer:
When Insurance Information forms are completed, the insurance information shows as a comment under the Patient Notes screen.
How will I know if the Form upload and Form data sync is successful?
Answer:
To check on the status of the PDF upload, Legwork users can go to Paperless Forms -> All Submissions. A successfully uploaded form will say "Approved" in green text. If there is an issue with the uploaded form a blue button will appear that allowed the user to manually submit the form.
An unsuccessful upload could be caused by an error with the API connection, a Legwork system issue, or a practice management system outage.
What are some best practices to manage Patient Information updates that are received by Denticon when patients submit their forms?
Answer: Navigate to Patient > Online Registered Patient – Existing to review the list of patients with updates, then go to their respective records to perform the updates. This functionality will not work for new patients in Denticon until the office completes the New Patient Registration process and the system assigns a Patient ID
Additional information:
Is there a way for completed Legwork patient forms to automatically upload to the patient's chart?