OpenDental integration module installs several OpenDental specific forms. Unlike YAPI generic forms, those forms are tailored to fit tightly into OD data model and workflow. In other words, those forms collect data that OpenDental is looking for allowing update OpenDental database with just few mouse clicks and without leaving YAPI.
Before you start using OpenDental integrated forms please clean up your Referral Source list lists and create custom patient fields as described here.
This article provides step by step instructions on how to use Patient Information Update Form and how to transfer collected data to a patient record in OpenDental database.
Using Form on iPad
Find a patient on the Dashboard, swipe left or right inside patient’s operatory/area or invoke patient’s document menu – tap and hold on or around clipboard icon, select Sign Document option.
On the next screen, select Patient Information Update OpenDental form (current form is 2.1)
Once the form is presented let your patient have the iPad to continue with the form. Please note that you can abandon the form and return back to the previous screen by tapping Forms and Documents button at the top left corner.
Patient Information Update form has a single page. YAPI fills all fields using patient's current information in OpenDental database. Once the patient is done with the form she/he taps the Save button found at the bottom of the form. Note that YAPI won’t allow saving the form if the form is not complete or contains erroneous data. Data fields and controls that require patient’s input or selection are highlighted with yellow.
When the patient touches the field to change its content YAPI opens the onscreen keyboard. YAPI automatically selects the keyboard style (numeric, alphanumeric, optimized for email, etc) that matches expected field type, applies auto-format when possible (phone, SSN), and validates input.
When possible, YAPI presents a specialized keyboard that acts as a selection list. This helps to eliminate errors associated with the typing and speeds up validation. Here are examples of selection list keyboards:
Family Status Selection Keyboard
Title Selection Keyboard
Date Selection Keyboard
State Selection Keyboard
Language Selection Keyboard
This keyboard presents languages currently defined in OpenDental.
Referral Source Selection Keyboard
This keyboard presents "Non Person" referral sources defined in OpenDental. You can exclude some referral sources as described here.
If the patient wants to type other patient name as a referral source, he/she must scroll till the end of the list and select "--Let me enter patient name". YAPI will replace the keyboard allowing the patient to type.
Patient can move between fields by tapping directly or by using the Next button on the keyboard. To dismiss the keyboard, patient taps the Hide Keyboard button or simply touches anywhere outside the keyboard.
Patient should finish all required fields, sign at the bottom, and tap the Save button.
If the patient misses the signature field or the signature doesn’t contain enough “ink”, an error message will popup and the signature field will wiggle.
When the patient taps Save button, the form will be send to YAPI and the Dashboard will appear. If the Dashboard is password protected, which it should be, YAPI will lock the screen asking for the password.
If the form was was a part of the package, YAPI will return back to the package view allowing patient to visit other documents/forms.
Once form is submitted it will show up on the Dashboard and the Virtual Document Folder’s icon will change to
indicating that the folder has a document that contains patient’s information to be imported into patient's record in OpenDental.
Update Patient Record in OpenDental
The next step would be to open newly created document, review data, update OpenDental, and move signed document to Images. Note that YAPI Dashboard will automatically reflect all the changes in patient's record.
On YAPI Dashboard on PC, select patient's Virtual Document Folder with the right mouse button down to open folder’s context menu and select Show Documents. Alternatively, you can click on the area’s toolbar button.
Document Viewer will show up. Note that the document’s entry at the left will have an icon indicating that the document contains patient’s data.
Select the document title on the left. On the right, you will see multipage pdf file that contains patient medical history update. You can view and annotate pages (both on PC and iPad). You will store this file in OpenDental Images. But first, you need to update patient's record.
Click green error button on the toolbar menu
Data Viewer presents all the data from the form. Fields in yellow are those that were changed by the patients.
Verify all new entries, click Import button to continue.
If the Referred By field was updated, YAPI will present Select Referred By dialog to confirm. Typically when a patient name was entered you will need to make sure that the name was entered correctly.
If you selected Send to Images check-box on the previous screen, YAPI will prompt you for the location of the document in OpenDental Images and a short note. Note that Type list contains Image Categories used in OpenDental.