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March 17, 2016

Collect and Populate Medical Forms with TrackVia

Automating your medical practice can have a huge impact on the success of your patient experience and your staff morale.  One of the biggest pain points comes from collecting information from patients and managing that data.

With a tool like TrackVia, you can easily build a system to collect and manage all of your patient data.  With customized databases and forms, you can allow your patients to fill out their information at home, on their mobile devices, or in the office.

Once your patient fills out the forms, you can use WebMerge to automatically populate the patient data into the normal PDF forms that your staff is used to filing in the patient folder.
In this example, we’re going to show you how to collect an initial patient information form from a new patient, and then use WebMerge to populate a PDF and save in Box with our other patient records.

To get started, we’re going to setup our template in WebMerge.  For our template, we’re going to use a fillable PDF with field names that describe each field (ie FirstName, Address, etc).

Here’s what our PDF template looks like:

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

After we’ve uploaded our PDF, we’ll be taken to the Settings tab where we can change options like the name of the file.  For this example, we’re going to add our patient’s name to the file so that we can easily search for the file when is it saved in Box.

Next, we’re going to setup the delivery of our document so that the merged copies are automatically saved into our Box account so that office staff can easily find the files.  From the Deliver tab, click the New Delivery button and choose Box from the list.

After you’ve authenticated your Box account, you’ll need to pick what folder you want to save the file in.  For this example, we’re going to save it in our Patients folder and we’re also going to auto-create a subfolder using our patient’s name.  This is an option under More Options and will use merge fields to auto-generate subfolders for easy organization.

Once we have our Box delivery setup, we’re done with the setup process inside WebMerge and we’re ready to integrate with TrackVia.  To help with the integration, we’re going to use our friends over at Zapier.

Inside Zapier, go ahead and create a new Zap.  For the Trigger, we’re going to pick TrackVia as the service and then Add Record as the trigger.

After you’ve authenticated your TrackVia account, Zapier is going to ask you what view you want to monitor.  In our case, we’re going to pick the Patient Data view because this is where our new patient information will be saved in TrackVia

Next, we’re going to setup the Action of our Zap.  For the service, we’re going to pick WebMerge and then we’ll select Create Document Merge as the action.

After you’ve authenticated your WebMerge account, Zapier will load a list of all the documents you’ve setup in your WebMerge account.  Go ahead and pick the new patient form that you just setup.

Once you pick the document, Zapier is going to load a list of all the merge fields that are in your document.  For each of the merge fields, you need to match them up with the corresponding fields from TrackVia.  This tells Zapier how to send the data to WebMerge so that it is populated in the correct spots on your document.

After you’ve matched up all of your merge fields, go ahead and save your Zap and turn it on.  We’re ready for a test!  Login to TrackVia and add a new record to your patient data table.  Zapier will detect the new record and send that data over to WebMerge where your PDF will be populated and saved in Box.

Here’s what our populated patient form looked like:

Congrats, you’re all finished!  You can now automatically populate all types of documents from your TrackVia account.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

7 min read

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