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November 22, 2016

Automatically Populate Patient Registration Forms with Formstack

Streamlining your patient experience can have a major impact on your practice or hospital.  From collecting information from new and current patients, to managing appointments and checkups, you can save your office staff countless hours. 

With a tool like Formstack, you can setup online forms that your patients (and staff) can easily complete and your data can be saved in a HIPAA compliant database.  Then, you can add WebMerge to the process and automatically populate various templates (forms, reports, etc) with data from Formstack.

For this example, we’re going to show you how to use Formstack to collect information from a new patient then use WebMerge to automatically populate a New Patient Form (a PDF) and save it in Google Drive.

To get started, we’re going to setup the template for our new patient form in WebMerge using a fillable (editable) PDF.  We’re going to use Nitro PDF to edit this PDF and make sure we have fields on the PDF.  We’re going to name these fields according to the information we are collecting (ie Name, Phone, etc).

Here’s what our new patient form template looks like:

Once we have our PDF template ready, we need to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, select Fillable PDF as the document type and then select the file from your computer.

After you have uploaded your template, you’ll be taken to the Settings tab where you can modify various options like the type of file that is generated and the name of the file.  For this example, we’re going to
output a PDF and include the name of our patient in the file name.

Once you have saved the settings, we’re going to setup the delivery of our document to Google Drive.  From the Deliver tab, click the New Delivery button and select Google Drive.  After you authenticate your Google Drive account, you’ll see the settings for the delivery.

We’ll need to select the folder that we want to save this file in.  For this example, we’re going to put it in the Patients folder, but we also want to put the file in a folder with the patient’s name.  To do this, we need to click More Options and check the box to Use merge field as a subfolder.  Then select the patient name field.  This will automatically generate a new folder for each patient.

Once you have the Google Drive delivery saved, you’re done with the setup in WebMerge and we’re ready to integrate our document with our Formstack form.

Inside Formstack, open up your patient registration form and go to the Settings page.  Under the Integration Hub, click on the Documents category and then click the Add button underneath WebMerge.  This will add the integration to your form, now you need to integrate it with your document.

You’ll need to enter your API Key and Secret (which you can find in WebMerge under Account > API Access) and then Formstack will load a list of all the documents you have setup in WebMerge.  Go ahead and pick the patient registration document you just setup in WebMerge and then Formstack will load a list of all the merge fields you used in your document.

For each of the merge fields, you need to pick the corresponding fields from your Formstack form.  This tells Formstack how to send your form data over to WebMerge so that it is populated in the correct spot on your template.

Once you have matched up all of your merge fields, go ahead and turn your integration on (at the top of the page) and then you’re ready to run a test!  Open up your Formstack form and fill in a test submission.  Once you submit the data, Formstack will pass that data over to WebMerge and your patient registration PDF will be generated and saved in Google Drive – ready for your staff!

Here’s what our filled-out patient registration form looked like:

Congrats, you’re all finished!  You can now instantly populate all types of documents from data collected on your Formstack forms.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

6 min read

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