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Integrating Your Referrals List into Your Patient Information Form

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Jonathan Hunt

For Open Dental and Eaglesoft users, YAPI’s Patient Information form is able to display your Referrals list from your practice management software so that patients can select who referred them to your practice.  This information then writes back into Open Dental and Eaglesoft when you file the form.  Follow the instructions below to enable this referral integration on your Patient Information form.

Dentrix Users: Dentrix doesn't integrate referrals from YAPI forms.

Table of Contents

 

Step 1: Updating Your Referrals List

Open Dental Users

Changes to the Referrals list that shows on your Patient Information form always start in Open Dental.  If you've already made your changes there, skip to Checking Your List in YAPI below. To change your Referrals list in Open Dental:

  1. In the Open Dental toolbar, click Lists.

  2. Select Referrals.

    2020-02-06_11-16-09.png

  3. In the Referrals window, edit your referrals list:

    2020-02-06_11-20-26.png

    • Add: Click Add, enter the referral source's name into the First and Last Name boxes, and click OK.  For organizations or forms of media (like "Happy Smiles Dentistry" or "Internet Search" enter the full name in the Last Name box instead.

    • Edit: Double-click the name of the referral source.  Make any necessary edits, then click OK.

    • Delete: Double-click the name of the referral source.  In the pop-up window, click Delete, then click OK.

    • Hide (for referrals that Open Dental won't allow you do delete): Double-click the name of the referral source.  In the pop-up window, select Hidden, then click OK.

  4. Important! If you have patient names on your list:

    1. For each patient on your list, make sure there is an X displayed in the Patient column next to their name.  If there isn't, delete or hide this patient from the list.  Then, re-add them as a patient by clicking Add, choosing Yes when asked if this is an existing patient, and selecting the patient from your patient list.

      Warning: Do not skip Step A!  Patients who don't have an X in the Patient column will show up as a referral option on your Patient Information form, which can result in a HIPAA violation. 

    2. If you don't already have a referral called "Other Patient," add one by clicking Add.  Select the Not Person checkbox and enter "Other Patient" into the Last Name box.  Then click OK.  Once your list has been updated in YAPI, this adds a follow up question to the online version of your Patient Information form so your patient can type in the name of the patient that referred them.

      2020-04-24_12-18-41.png

  5. Click OK.

 

Eaglesoft Users

Changes to the Referrals list that shows on your Patient Information form always start in Eaglesoft.  If you've already made your changes there, skip to Checking Your List in YAPI below. To change your Referrals list in Eaglesoft:

  1. In Practice Management Mode, click Lists from the top toolbar.

  2. Select Referrals, then Sources.

    2020-02-06_13-56-22.png

  3. In the Referrals Source List window, select Other Sources to make adjustments to your Referrals list:

    Screen_Shot_2021-12-06_at_4.35.33_PM.png

    • Add: Click New.  In the New Referral Source window, type the referral source's name into the Practice box and click OK.  (Information entered under First and Last Name won't show on your Patient Information form.)

    • Edit: Double-click the name of the referral source you need to edit.  Make your changes, then click OK.

    • Delete: Select the referral source you want to delete from the list and click Delete.  When asked if you want to delete, click Yes.

    Note: YAPI only reads this Other Sources list and will not show the names of patients, providers, or staff on your Patient Information form unless you specifically add them to Other Sources.

  4. In the Referral Sources List window, if you don't already have a referral called Other Patient, add one by clicking New and entering "Other Patient" in the Practice box.  Then click OK.  Once your list has been updated in YAPI, this adds a follow up question to the online version of your Patient Information form so your patient can type in the name of the patient that referred them.

    2020-04-24_12-59-31.png

  5. Click Close.

 

Step 2: Checking Your List & Enabling Referrals in YAPI

Save_Referrals_List.gif

  1. From the YAPI Dashboard, click Tools. Tools.png

  2. Select Administrative Tools, then Lists, then Referral Categories.  

  3. Click Save. 

    • If a warning pops up saying you have duplicates, then delete or hide the duplicates in Eaglesoft or Open Dental by using the instructions in Step 1 above.  Then, come back to check your lists in YAPI again. 

      Screen_Shot_2021-12-06_at_3.10.42_PM.png

    • If a popup asks if you want to update your online list, click Yes, then Yes again.  

      Screen_Shot_2021-11-17_at_11.20.11_AM.png

      You'll know the list is finished updating when the window closes.

  4. Now click Setup & Manage Setup_and_Manage.png and select Global Setup.

  5. When prompted, enter your YAPI password.

  6. In the Global Setup window that pops up, click the Documents tab.

  7. In the Referred By box of the yellow Document Rules section, select the From PMS checkbox:

    Enable_Referrals.gif

  8. Click Save, OK, then OK again (you don't need to restart your workstations).

 

Step 3: Testing Your Patient Information Form

Before giving your form to patients, we recommend testing it to make sure your updated lists show and that information on the form integrates properly back into your practice management software.  To test your form, you need to check a test patient into the YAPI Dashboard. 

Checking in a test patient without making an appointment:

  1. From the YAPI Dashboard, click Patients Patients.png and select Patient Finder.

  2. Enter the name of a test patient from your practice management software and click Search.  Most practices have a test patient named Test Test, YAPI Test, or Test YAPI.

  3. Click the name of the test patient and select Check-in. 

    Patient_Finder_Checkin.png

Testing your form:

  1. From the YAPI iPad App Dashboard, swipe across your test patient and scroll down to the Forms section.  Tap on the Patient Information form to open it. 

    Swipe_Right.png

  2. When the form opens, review it to make sure you can select a referral source for the Referred From question.  If not, repeat Step 2 above and make sure your lists are fully saved before opening the form again.

  3. Complete the form as the test patient, selecting a referral source.

  4. File the form into Open Dental or Eaglesoft.  (If your Patient Information forms file automatically using Fast Import, you can skip this step.)

  5. Check that the referral source integrated into your practice management software:

    • Open Dental Users: Open the test patient's Family Module Screen_Shot_2021-12-06_at_3.47.11_PM.png in Open Dental.  You should see the referral source your chose under Referred From:

      Screen_Shot_2021-12-06_at_3.42.00_PM.png

    • Eaglesoft Users: Open the test patient's Patient Information Edit_Patient.png in Eaglesoft and click Referrals.  You should see the referral source your chose under Referral Source:

      Screen_Shot_2021-12-06_at_3.51.08_PM.png

  6. If the referral source you chose shows up, you're done!

    If it doesn't show, try restarting Open Dental or Eaglesoft and testing the form again.  If the referral source you selected still doesn't show, reach out to our Customer Support team.  This may indicate an issue with your form or your connection between YAPI and your practice management software.

 

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