Troubleshooting: Finding Missing Forms

If your patient filled out a form and you can't find it your practice management software (Dentrix, Open Dental, or Eaglesoft), use the steps below to search for the missing form.

Note: If you received an error message when trying to file a form, contact our Customer Support team for troubleshooting.

Table of Contents

 

Step 1: Refreshing Your Practice Management Software

If you can't find a form that you think was filed into your practice management software (Dentrix, Open Dental, or Eaglesoft), the first step is to close and reopen that program.  Sometimes these softwares don't refresh often enough to display the forms that have been filed there, so try restarting your practice management software and searching for the form again.  If the form still doesn't show, continue on to:

 

Step 2: Checking for the Form in YAPI

YAPI has a failsafe called Retrieve Recent Documents that collects copies of completed iPad forms.  To open Retrieve Recent Documents and look for your form there:

  1. From the YAPI Dashboard, click Tools Tools.png  and select Administrative Tools, then Documents, then Retrieve Recent Documents.

  2. When prompted, enter your YAPI password.

  3. In the Recent Documents window that pops up, select the number of days ago the patient filled out the form, then click Get:

    Screen_Shot_2022-03-03_at_10.21.46_AM_2.png

  4. Search for the patient's form by date, then by patient name, then form name:

    Screen_Shot_2022-03-03_at_4.11.55_PM.png

    Note: In some cases, the name in the Document column may look different from the form name you're looking for. For example, Informed Consent for Fillings may display just as "Consent." If you don't see the exact form name, try opening each form the patient completed to find the correct one.
  5. If you're able to find the form you're looking for, click the form name, then select the File into option.  Select your patient in the Select Patient Window, click Continue, and complete the filing process as you normally would.

    Screen_Shot_2022-03-03_at_4.12.33_PM.png

    If you're not able to find the form you need, proceed to Using the Document Events Log to Track Your Form below.

 

Step 3: Using the Document Events Log to Track Your Form

YAPI's Document Events log allows you to track the movement of a form through YAPI and into your practice management software.  You can use this report to see how far a form got in its life cycle to determine where the form could be, if a network issue caused it not to save into YAPI, or if it was accidentally deleted by a team member before filing.  To track your form, see Troubleshooting: Tracking Missing Forms Using the Document Events Log.

 

Step 4: If All Else Fails, Give Us a Call

If you still can't find your form after refreshing your practice management software, searching for it in YAPI, and following its path in the Document Events log, we can help!  Give us a call or schedule an appointment with our Customer Support Team.

 

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