Filing Online Forms into Your Practice Management Software

In this article, we'll take the forms a patient has completed online and file them into your practice management software (Dentrix, Open Dental, Eaglesoft, or PracticeWorks) using the YAPI Dashboard. For instructions on filing iPad forms, see Filing Online Forms into Your Practice Management Software.

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Filing a Basic Online Form 

When a patient submits their forms online, you'll receive a notification on your desktop that they've arrived:

NewOnlineDoc.png

Any form that isn't a Patient Information or Medical History takes just a couple clicks to file.  If you need to file a Patient Information form or Medical History, see the Filing Patient Information & Medical History Forms section of the article instead.

FileBasicOnlineForm.gif

  1. Click the Document Queue Document_Queue.png icon on your YAPI Dashboard.

  2. Click the form you'd like to file and select File Document

    Note: Dentrix Users will see File Document into Document Center; Open Dental users will see File Document into Open Dental Images; Eaglesoft users will see File Document into SmartDoc.
  3. In the Select Patient window, select the correct patient and click Continue

    Tip: If no patients show, the patient may have spelled their name differently than it's listed in your practice management software, so check there to make sure the spelling is correct.  Make any corrections in your practice management software, then return to the Select Patient window and click Search to refresh the patient list.
  4. Select the Category you'd like to file the form in (the folder where it will live in Dentrix, Open Dental, or Eaglesoft) and update the Note as need (this is the form's file name).  Then click Ok

    Screen_Shot_2022-01-14_at_11.18.25_AM.png

  5. Once the form has been filed, YAPI will return you to the Document Queue screen. You'll now have one less document in the list!

  6. Repeat Steps 2 through 4 for each remaining form.  If you also have Patient Information or Medical History forms to file, see Filing Patient Information and Medical History Forms below.  

 

Filing Patient Information & Medical History Forms

Patient Information or Medical History forms are data-integrated so there are a couple extra steps to file them. These steps depend on which form you're filing and the practice management software you're using. Click on your practice management software below for instructions.

 

Dentrix Users

If you already have the Document Queue open, skip to Step 2.

  1. Click the Document Queue Document_Queue.png icon on your YAPI Dashboard.

  2. Click the form you'd like to file and select Update [Patient]'s Record in Dentrix

  3. In the Select Patient window, select the correct patient and click Continue.

  4. Patient Information Forms: The window below displays and information that the patient updated is highlighted in yellow.

    Dentrix_PatInfo.png

    Tip: This window is editable; if the patient is nearby and there's still missing info you want to capture, enter it now and the field will turn blue.

    Medical History Forms: The window below displays and information that the patient updated is highlighted in yellow. 

    Screen_Shot_2022-01-13_at_4.36.53_PM.png

  5. Review the patient's information, then click Import.

  6. You'll be asked if the patient's information has been updated; this is your opportunity to double-check your practice management software if you need.  Then, click Yes.

  7. When asked if you want to send this form to the Document Center, click Yes if you want to file it now.  Click No if you want to leave the form in YAPI for a provider to review with a patient on an iPad during their appointment.

    Screen_Shot_2022-01-14_at_2.22.52_PM.png

    Note: This updates the patient's information in Dentrix but doesn't file the form itself.  If you choose this option, the form will stay in the Document Queue until the patient arrives for their appointment.  When the patient arrives, the form will transfer to their Document Folder to be filed with any other iPad forms they fill out.
  8. If you selected Yes in Step 7, you'll see one more pop-up:

    Screen_Shot_2022-01-14_at_9.21.27_AM.png

    Select the Category you'd like to file the form in (the folder where it will live in Dentrix) and update the Note as need (this is the form's file name).  Then click Ok

 

Open Dental Users

If you already have the Document Queue open, skip to Step 2.

  1. Click the Document Queue Document_Queue.png icon on your YAPI Dashboard.

  2. Click the form you'd like to file and select Update [Patient]'s Record in Open Dental.

  3. In the Select Patient window, select the correct patient and click Continue.

  4. Patient Information Forms: The window below displays and information that the patient updated is highlighted in yellow.

    Tip: This window is editable; if the patient is nearby and there's still missing info you want to capture, enter it now and the field will turn blue.

    DataFormOD.png

    Medical History Forms: The window below displays showing the patient's updated Medical Problems, Allergies, and Medications:

    OD_MedHist.png

    If your patient has added a medical condition, allergy, or medical that didn't appear on the form, you'll see it appear in the lower boxes, highlighted in pink. Right click on mceclip1.png and select Copy to Other.

    mceclip0_2.png

    Next, you'll see this window, comparing the information currently in Open Dental with the new information the patient updated:

    OD_MedHist_Change.png

  5. Review the patient's information, then click Import.

  6. You'll be asked if the patient's information has been updated; this is your opportunity to double-check your practice management software if you need.  Then, click Yes.

  7. When asked if you want to send this form to Open Dental Images, click Yes if you want to file it now.  Click No if you want to leave the form in YAPI for a provider to review with a patient on an iPad during their appointment.

    Screen_Shot_2022-01-14_at_11.59.36_AM.png

    Note: This updates the patient's information in Open Dental but doesn't file the form itself.  If you choose this option, the form will stay in the Document Queue until the patient arrives for their appointment.  When the patient arrives, the form will transfer to their Document Folder to be filed with any other iPad forms they fill out.
  8. If you selected Yes in Step 7, you'll see one more pop-up:

    Screen_Shot_2022-01-14_at_10.33.03_AM.png

    Select the Category you'd like to file the form in (the folder where it will live in Open Dental) and update the Note as need (this is the form's file name).  Then click Ok

 

Eaglesoft Users

If you already have the Document Queue open, skip to Step 2.

  1. Click the Document Queue Document_Queue.png icon on your YAPI Dashboard.

  2. Click the form you'd like to file and select Update [Patient]'s Record in Eaglesoft.

  3. In the Select Patient window, select the correct patient and click Continue.

  4. Patient Information Forms: The window below displays and information that the patient updated is highlighted in yellow.

    Tip: This window is editable; if the patient is nearby and there's still missing info you want to capture, enter it now and the field will turn blue.

    Screen_Shot_2022-01-14_at_10.44.27_AM.png

    Medical History Forms:

    If the form is a medical history, the window below displays. Select a Provider/Staff from the dropdown menu. 

    Screen_Shot_2022-01-14_at_10.47.28_AM_2.png

  5. Review the patient's information, then click Import.

  6. You'll be asked if the patient's information has been updated; this is your opportunity to double-check your practice management software if you need.  Then, click Yes.

  7. When asked if you want to send this form to SmartDoc, click Yes if you want to file it now.  Click No if you want to leave the form in YAPI for a provider to review with a patient on an iPad during their appointment.

    Screen_Shot_2022-01-14_at_11.29.10_AM.png

    Note: This updates the patient's information in Eaglesoft l but doesn't file the form itself.  If you choose this option, the form will stay in the Document Queue until the patient arrives for their appointment.  When the patient arrives, the form will transfer to their Document Folder to be filed with any other iPad forms they fill out.
  8. If you selected Yes in Step 7, you'll see one more pop-up:

    Screen_Shot_2022-01-14_at_10.51.00_AM.png

    Select the Category you'd like to file the form in (the folder where it will live in Eaglesoft) and update the Note as need (this is the form's file name).  Then click Ok

 

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