How to Use the Patient Portal and Patient Intake in Patient Bridge

Patient Bridge Essentials and Premium now provides an improved patient intake workflow and user interface that begins the moment an appointment is booked. Patients can complete necessary appointment-related tasks before an appointment using the Patient Portal Digital Forms functionality. This allows clinics to more easily manage pre-appointment requirements and scheduling. 

Patient Bridge Premium users also have the ability to allow patients to use the Patient Portal online check-in system to check themselves in on the day of the appointment, automatically letting the practice know they have arrived. See Patient Self Check-In (Patient Bridge Premium) for more information.  

Patients have a few different ways to access the Patient Portal and complete appointment-related tasks, either before an appointment or on the day of. 

Patient Portal Pre-Appointment Tasks 

Appointment Reminder Link

An appointment reminder link sent via text message can be shared with patients when they have an upcoming appointment. This link allows patients to confirm their appointment and access forms that need to be filled out, giving them the ability to conveniently complete them ahead of time.

To view the forms and other tasks, the patient must enter their date of birth (DOB) to verify their identity. When their DOB has been entered correctly, the patient then gains access to the date and time of their next scheduled appointment, a list of tasks under Your To Do's, as well as any linked patients.

From the Patient Portal, the patient can:

• Click on any forms and fill them out prior to the appointment.
• Click the Confirm your appointment option if the appointment to confirm they can attend the appointment as scheduled. When confirmed, their appointment is automatically updated to Confirmed in the Virtual Waiting Room. 
• If applicable, they can also unlock any linked patient accounts and complete their task as well. 
• Download a calendar reminder for their appointment and add it directly to a digital calendar.
• For practices with Patient Bridge Premium, patients also have the ability to perform a self check-in by clicking Let us know you have arrived on the day of the appointment.
  

Note: Tasks are collapsed and hidden from view when they are completed. Click Show completed tasks to expand them.

Completing Forms

Certain forms might require that the patient enter more information to access them. Forms with especially sensitive data require a verification code be sent to the phone number that is on file in the patient's record in Sensei Cloud. When the patient enters the verification code correctly and then clicks Continue, they can access the form.

When the patient has completed forms, they can view PDF copies of the forms directly from the portal. Copies of the completed forms are also uploaded to the patient's files in Sensei Cloud.

Note: Forms have to be completed in full--there is not currently an option to partially complete and form and save it for later.

Linked Patients

The Linked Patients section links patients that have the same mobile number and appointments scheduled on the same date.

To unlock a linked patient's account:

1. Click Unlock [Patient Name]'s Account. You are prompted to verify the patient's date of birth.
2. Enter the date of birth, and then click Verify. If entered correctly, the patient's information and forms are no longer hidden. 
   
3. Complete the linked patient's tasks as needed.

In-Practice Workflow 

When a patient is physically present at the practice location, you can share a link with them to the Patient Portal where they can complete any outstanding pre-appointment tasks. 

Tip: Icons are visible in the VWR that indicate whether the patient's forms have been filled out, including a green circle with a checkmark for when all of the pre-appointment task are complete or an amber circle with a line when the patient has incomplete pre-appointment tasks. 

QR Code Link 

To allow a patient who is present in the office to access their Patient Portal session:

1. From Today's Diary in the Virtual Waiting Room, select the patient. The Patient Details toolbar is displayed. 
   Note: From here, you can see which specific forms or other pre-appointment tasks are complete or incomplete based on the green or amber icons next to them. 
2. Click Generate Patient Portal QR Code. The Generate Patient Portal QR Code window is displayed.
   
3. Select any linked patients, if needed (e.g., patient/guardian or carer situations).
4. Click Create QR Code. A one-time use QR code is generated, and it is valid for ten minutes.
   
   
5. Have the patient scan the QR code using a practice or patient device (e.g., a practice tablet that is used in the office, etc.).
6. The patient must confirm their date of birth. If entered correctly, the secure patient portal session is accessed.
   Note: There is a time limit to complete the tasks. The countdown clock is displayed at the top of the page.
7. Have the patient complete their pre-appointment tasks (i.e., forms and/or any forms for linked patients who have an appointment on the same day, etc.). 
   Note: 
   --The linked patient must also be present in the office in order to access their information. 
   -- A new thirty minute session is started when you switch to a linked patient's forms. 
8. Ensure the patient clicks Sign out when finished if they are completing tasks on a practice tablet device. 

Note: If a patient tries to access the QR code after the ten minutes have passed, an invalid invitation message is displayed. It is necessary to generate a new QR code for them to access the session.

When a patient portal session has ended for one patient, there is a message displayed, and you can generate a QR code for another patient, and then click Scan New Patient Portal Code.

Patient Self Check-In (Patient Bridge Premium)

For practices using Patient Bridge Premium, patients can also inform the practice team of their arrival using the Patient Portal self check-in system. They can access the portal from a link in an SMS message, from the calendar reminder, or by scanning the QR code in the practice. 

Note: Patients cannot check themselves in via a QR code appointment link after the appointment time, so if they are late, they need to see the receptionist.

The Virtual Waiting Room is updated instantly when a patient has clicked Let us know you have arrived for their appointment and a toast notification is displayed in the top right; all users logged into the VWR can see this notification.

The check-in status of the appointment is displayed on the appointment card: