Using Patient Information Update Form on iPad

The YAPI module that integrates with OpenDental installs several OpenDental specific forms. Unlike YAPI generic forms, these forms are tailored to fit tightly into the OpenDental data model and workflow. These forms collect data that is then updated in the OpenDental database with just few mouse clicks and without leaving YAPI.

Before you start using OpenDental integrated forms please clean up your Referral Source list lists and create custom patient fields as described in our article "Prepare OpenDental for YAPI integration".

This article provides step by step instructions on how to use Patient Information Update Form and how to transfer the collected data to a patient record in OpenDental database.

Using the Form on an iPad

Find a patient on the YAPI mobile application's dashboard, then swipe left or right inside the patient’s operatory/area. You can also invoke the patient’s document menu by tapping and holding on or around clipboard icon, then selecting the Sign Document option.

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On the next screen, select the OpenDental Patient Information Update form:

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Once the form is present, pass the iPad to your patient to fill in the form.

Note: The form can be abandoned at any time to return back to the previous screen by tapping the Forms and Documents button at the top left corner.

The Patient Information Update form has a single page. YAPI fills all possible fields with the patient's current information in the OpenDental database. Once the patient is done with the form, tap the Save button found at the bottom of the form.

Note: YAPI will not allow saving the form if the form is incomplete or contains erroneous data. Data fields and controls that require a patient’s input or selection are highlighted with yellow.

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When the patient touches the field to change its content YAPI opens the onscreen keyboard. YAPI automatically selects the keyboard style (numeric, alphanumeric, optimized for email, etc) that matches expected field type, applies auto-format when possible (phone, SSN), and validates input.

When possible, YAPI presents a specialized keyboard that acts as a selection list. This helps to eliminate errors associated with the typing and speeds up validation. Here are examples of selection list keyboards:

Family Status Selection Keyboard

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Title Selection Keyboard

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Date Selection Keyboard

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State Selection Keyboard

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Language Selection Keyboard

This keyboard presents languages currently defined in OpenDental.

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Referral Source Selection Keyboard

This keyboard presents "Non Person" referral sources defined that are in OpenDental. You can exclude some referral sources as described in the article "Changing Referral Categoriese".

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If the patient was referred by another patient, he/she must scroll to the end of the list and select "--Let me enter patient name". YAPI will display the keyboard allowing the patient to enter a name.

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The patient can move between fields by tapping directly or by using the Next button on the keyboard. To dismiss the keyboard, taps the Hide Keyboard button or simply touche anywhere outside the keyboard.

The Patient should finish all required fields, sign at the bottom, and tap the Save button.

If the patient misses the signature field or the signature doesn’t contain enough “ink”, an error message will popup and the signature field will wiggle.

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When the patient taps the Save button, the form will be send to YAPI and the Dashboard view will reappear. If the Dashboard is password protected, which is recommended to protect patient information, YAPI will lock the screen asking for the password.

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Alternatively, if the form was was part of the package, YAPI will return back to the package view allowing the patient to visit other documents/forms.

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Once the form is submitted it will show up on the YAPI Dashboard the PC and the Virtual Document Folder’s icon will change to - docsIcon.png - indicating that the folder has a document that is ready to be imported into patient's record in OpenDental.

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Update Patient Record in OpenDental

Open the newly created document, review the data, update OpenDental, and move signed document to Images.

Note: The YAPI Dashboard will automatically reflect all the changes in patient's record.

On the YAPI Dashboard on a PC, select the patient's Virtual Document Folder by clicking the right mouse button to open folder’s context menu and select Show Documents. Alternatively, you can click on the area’s toolbar button.

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The Document Viewer will then appear.

Note: The document’s entry at the left will have an icon indicating that the document contains patient’s data.

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Select the document title on the left. On the right, you will see multipage pdf file that contains patient medical history update. You can view and annotate pages (both on PC and iPad). You will store this file in OpenDental Images. But first, you need to update patient's record.

Click the green error button on the toolbar menu

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The Data Viewer presents all the data from the form. Fields in yellow are those that were changed by the patients.

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Verify all new entries, click the Import button to continue.

If the Referred By field was updated, YAPI will present the Select Referred By dialog to confirm. Typically when a patient name was entered you will need to make sure that the name was entered correctly.

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If you selected Send to Images check-box on the previous screen, YAPI will prompt you for the location of the document in OpenDental Images and a short note.

Note: The Type List contains Image Categories used in OpenDental.

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