truForm: Software Integration | Carestream (WinOMScs)

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Instructions below ONLY apply to truForm.

Instructions Within MySecurePractice Portal:

Instructions Within WinOMScs Software:

The TruForm integration requires no additional charge from PBHS, and can be setup at anytime with your PBHS TruForm order. Please contact PBHS Support further if you are ready to start this process.

Once the integration settings are added to your form(s) and truForm account, you will need to set your own integration credentials through your new truForm account's profile settings and provide this information to your software representative directly (PBHS does not have access to this information).

  • Instructions on setting your integration credentials through the portal can be found HERE.

*Please note, you will need to contact your software provider to obtain more information about the pricing for their TruForm bridge, as there may be additional fees.

TruForm Integration Fields

This includes ALL fields that integrate between TruForm and WinOMScs.  If your custom form is setup correctly, items below will populate within your software. Note, if you have additional fields that are NOT listed below, you can manual enter them into your patients account once integration is completed!

If you use our standard form below, the sections listed below are already integrated!

Anything labeled with "DOES NOT INTEGRATE", is a field that exists on our standard form above, but does not automatically integrate.

PATIENT INFORMATION:

Prefix
First Name
Middle Initial
Last Name
Suffix
Nickname
Gender
Martial Description
Date of Birth
Age
Social Security Number
Home Phone
Work Phone
   Work Ext.
Cell Phone
Email


*IF YOU ARE USING A CUSTOM FORM: Patient Address/ City/ State must be split out into its own fields in order to integrate correctly.

[See Example]


Address Street Name
Apt 
City
State or Province
Zip or Postal Code
Employer Name
Driver’s License
Patient former patient?


*IF YOU ARE USING A CUSTOM FORM:  Dentist/Doctor/Referred By/Nearest Relative Names on the form must be split out into first name last name in order to integrate correctly.

[See Example]


Dentist First Name
Dentist Last Name

Doctor First Name
Doctor Last Name

Referred By First Name
Referred By Last Name

DOES NOT INTEGRATE:
Orthodontist First Name
Orthodontist Last Name

Nearest Relative First Name
Nearest Relative Last Name
Nearest Relative Phone
Payment Method

This entire section will not integrate:
SPOUSE OR OTHER GUARANTOR INFORMATION

RESPONSIBLE PARTY INFORMATION:


*IF YOU ARE USING A CUSTOM FORM: Responsible Name on the form must be split out into first name last name in order to integrate correctly.

[See Example]


Prefix
First Name
Last Name
Suffix
Relationship to Patient
Social Security Number
Date of Birth

DOES NOT INTEGRATE:
Age
Middle Initial

Email Address

Address Street Name
Address Street Name 2
City
State or Province
Zip or Postal Code
Employer Name
Phone Home
Phone Work


 SCHOOL AND INSURANCE INFORMATION:


*IF YOU ARE USING A CUSTOM FORM: School Name/ Address/ City/ State must be split out into its own fields in order to integrate correctly.

[See Example]


School Status (Full, Part, Not)
School Name
School Address Street Name
School Address Street Name 2
School City
School State or Province
School Zip or Postal Code
School Phone

Employer Status(Full, Part, Not)
PPO or HMO?


EMERGENCY CONTACT INFORMATION:


Emergency Name must be one field (can't be split into first name last name fields, or else it will not integrate).

[See Example]


Emergency Full Name
Phone Home
Phone Work

DOES NOT INTEGRATE:
Emergency contact relation

PRIMARY & SECONDARY
DENTAL / MEDICAL
INSURANCE INFORMATION:

*IF YOU ARE USING A CUSTOM FORM: Each insurance type (primary medical, primary dental, secondary medical, secondary dental must be separated into its own area for each question below in order to integrate correctly. 

[See Example]


*IF YOU ARE USING A CUSTOM FORM: All Address/ City/ State must be split out into its own fields in order to integrate correctly.

[See Example]


*IF YOU ARE USING A CUSTOM FORM: Insured Name on the form must be split out into first name last name in order to integrate correctly.

[See Example]


Insured Relation to Patient
Insured Prefix
Insured First Name
Insured Middle Initial
Insured Last Name
Insured Suffix
Insured Gender
Insured Date of Birth
Insured Social Security 
Number
Insured Home Phone
Insured Home Address Street
Insured Home Address Street 2
Insured City
Insured State or Province
Insured Zip Code or Postal Code
Insured Employer Name
Insured Employer Address
Insured Employer Address 2
Insured Employer City
Insured Employer State or Province
Insured Employer Zip or Postal
Insured Employer Phone Number
Insured Policy Group Name
Insured Policy Group Number
Insured Policy ID
Insured Policy Plan
Insured Insurance Company Name
Insured Insurance Address Street
Insured Insurance Address Street 2
Insured Insurance City
Insured Insurance State or Province
Insured Insurance Zip or Postal Code
Insured Insurance Phone Number

HEALTH HISTORY:

Weight
Height
1. Are you in good health
2. Have there been any changes in your general health in the past year
3. Are you under the care of a physician / If so, for what are you being treated?  / Date of last visit
4. Have you had any illness, operation or been hospitalized in the past five years  /If so, describe
5. Do you have unhealed / recurrent injuries or inflamed areas, growths or sore spots in or around your mouth / If so, describe where
6. Do you have a prosthetic joint / implant / If so, describe where
7. Have you had a heart valve replacement or vascular graft

DOES NOT INTEGRATE:    
8. Have you, or a family member, had any unusual or serious reactions to general anesthesia?

9. Has a physician or previous dentist recommended that you take antibiotics prior to your dental treatment?


*IF YOU ARE USING A CUSTOM FORM:
If you have a group of problems/issues in one question- they will not integrate.  They must be laid out similar to the format given below.

Some items we group together, will come over as one item, see below:


10. Rheumatic fever?
11. Damaged heart valves / mitral valve prolapse?
12. Heart murmur?
13. High blood pressure?
14. Low blood pressure?
15. Chest pain / angina? 

(Comes over as angina)
16. Heart attack(s)?
17. Irregular heart beat?
18. Cardiac pacemaker?
19. Heart surgery?
20. Pneumonia, bronchitis, chronic cough? 

(Comes over as bronchitis/chronic cough)
21. Asthma?
22. Hay fever / sinus problems?
23. Snoring / sleep apnea?
24. Difficult breathing / other lung trouble? 

(Comes over as other lung trouble)
25. Tuberculosis?
26. Emphysema?
27. Do you smoke? 

DOES NOT INTEGRATE:
If so, number of packs a day

28. Do you use chewing tobacco?
29. Blood transfusion?
30. Blood disorder such as anemia? 

(Comes over as anemia)
31. Bruise easily?
32. Bleeding tendency / abnormal bleed? 

(Comes over as bleeding tendency)
33. Hepatitis, jaundice, or liver disease?
34. Infectious mononucleosis?
35. Gallbladder trouble?
36. Fainting spells?
37. Convulsions / epilepsy?
38. Stroke?
39. Thyroid trouble?
40. Diabetes?
41. Low blood sugar?
42. Kidney trouble?

DOES NOT INTEGRATE:
43. High cholesterol?

44. Are you on dialysis?
45. Swollen ankles / arthritis / joint disease? 

(Comes over as arthritis)

DOES NOT INTEGRATE:  
46. Osteoporosis / osteopenia?
47. Osteonecrosis?

48. Stomach ulcers / acid reflux? 
(Comes over as stomach ulcers)
49. Contagious diseases?
50. Sexually transmitted diseases?
51. Problems with immune system? Possibly from medication / surgery, etc.
52. Delay in healing?

53. A tumor or growth?
54. Cancer / radiation therapy / chemotherapy? 
(Comes over as xray or chemo)
55. Chronic fatigue / night sweats?
56. Are you on a diet?
57. A history of alcohol abuse?
58. A history of drug abuse?
59. Contact lenses?
60. Eye disease / glaucoma?
61. Mental health problems / anxiety / depression? 

(Comes over as mental health problems)
62. A removable dental appliance?
63. Pain or clicking of jaws when eating?
If you are having surgery today, have you had anything to eat or drink in the last 6 (six) hours?
Who is driving you home?
HIV/AIDS
Malignant Hyperthermia


 WOMEN ONLY:

64. Is there a possibility of pregnancy?
65. Expected delivery date?
66. Are you nursing?
67. Are you taking birth control pills?


 MEDICATION:

70. Any kind of medication, drug, pills?
71. Blood thinners (Coumadin, Plavix, Aspirin, Vitamin E, Ginko biloba, Aggrenox, Pradaxa, Fish oil)?
72. Have you ever taken diet pills?
73. Any natural product, herbal supplement or homeopathic remedy?

DOES NOT INTEGRATE:    
74. Are you taking, or have you ever taken, bone density meds. or bisphosphonates such as Fosamax, Boniva, Actonel, IV– Zometa, Aredia, or Reclast in the past 12 years?

75. Tranquilizers, sleeping pills, anti-depressants, and/or narcotics on a regular basis? If so, please list:

DOES NOT INTEGRATE:    
76. If you are under the care of a physician for pain management, or recovering from drug addiction please select the medication you are currently taking: (other description & treating doctor first name/last name)

DOES NOT INTEGRATE (SEE HERE FOR FULL DETAILS):    
78. Please list any medications you are currently taking:

**Please note each medication they free type will come over as either a ALERT or a PROGRESS NOTE, from here you will have to click the green plus sign to add/retype each medication manually within your patients chart in WinOMScs.


ALLERGIES:

79. Local anesthetic (numbing meds.)?
80. Penicillin?
81. Other antibiotics?
82. Sulfa drugs?
83. Sodium pentothal / Valium /other tranquilizers?
84. Aspirin?

DOES NOT INTEGRATE:    
85. Amoxicillin?

86. Codeine or other narcotics?
87. Other medications?
88. Latex?
89. Soy?
90. Eggs / yolk?
91. Sulfites?

DOES NOT INTEGRATE:    
92. Do you have any known allergies?
93. Please list any allergies other than drug allergies:


 FAMILY HISTORY:

Family History of Cancer
Family History of Diabetes
Family History of Heart Disease
Family History of Anesthetic Problems


 INJURY INFORMATION:

Date of injury
Type of accident- auto/work/other
Insurance Company Handling Claim
Claim Number
Attorney or Adjustor
Attorney Phone


HH PERSONAL INFORMATION:

Is there any condition concerning your health that the Doctor should be told about?  
     If Yes, why?
Do you wish to speak to the Dr. privately about anything?

Software Integration Re-cap:

This software integration integrates a set amount of fields for:

  • Patient Demographic Fields (reviewed above)
  • Responsible Party Fields (reviewed above)
  • Primary and Secondary Dental/Medical Insurance Fields (reviewed above)
  • Health History Fields (reviewed above)
  • Medication Fields (reviewed above)
  • Allergies Fields (reviewed above)
  • Integration of the patients submitted form within the patient's account

Setting Integration Credentials in WinOMScs v9.2 (or higher)

Within your WinOMScs Software:

  1. Select the "Tables" drop down
    tables.png
           
  2. Select "Practice"
  3. Select "Patient Registration Preferences"
    patient-reg-option.png
           
  4. Here you can enter your v.6 Log On Credentials from MySecurePractice (created here).
    login-creds.png
          
  5. Select "OK" once entered to save these credentials entered.

Now you can poll your v.6 submissions!

Please Note:

  • Both v1 Log On Credentials (MyPBHS) and V6 Log On Credentials (MySecurePractice) can be polled at the same time if needed. 
  • Once PBHS has converted your forms over to MySecurePractice from MyPBHS, you will no longer need credentials in the "V1 Log On Credentials" area- these can be removed (see below)!

Removing V1 Log On Credentials 

  1. Complete steps 1-4 above.
  2. Remove or delete the User ID and Password entered in the V1 Log On Credentials
  3. Select "OK" to save these changes
    removed.png

Converting TruForm into WinOMScs

Important Signature Settings:

DOCTOR SIGNATURES: If you have doctor signatures turned on, you cannot integrate this form into WinOMScs until you sign and complete the form within your MySecurePractice Portal.

  1. Once you login to https://mysecurepractice.com
  2. Select the "Access Forms" option on your dashboard
  3. Find this patient within your list, and select the "Actions" drop down to the right
  4. Select "Sign Form"
  5. The TruForm Signature Process will walk you through the signatures you need to completed
  6. At the end, select the "Complete & Send" button
  7. You should now be able to poll this submission through your software!

TRUFORM INTEGRATION PROCESS

**Please remember to review the above steps if you have TruForm doctor signatures turned on.

Patient Registration Integration

To process the pre-registration data, you need to access the Pre-Registration Patients Queue, update the queue, and follow the instructions in the Process Patient Registration wizard.

To access the Pre-Registered Patients Queue:

  1. Click queue.png on the WinOMS toolbar
  2. Select the patient to process and click Convert The Process Patient Registration wizard is displayed.   

    The Pre-Registered Patients Queue displays all the patients whose information has been downloaded but not yet processed.  To search for a particular patient, or to narrow down the list by office, use the fields in the Filter Criteria section, and click Filter.  You can also click the column headings to sort. 
    pre-reg.png
  3. The window displays the name of the patient to be registered and a list of names already in the database that might be the same person.
  4. Under Next Action select one of the following:
    • Discard Registration Item (if the patient is already in your database)
    • Merge Registration with Existing Patient/Walk-in  (to merge the new information with an existing patient record)
    • Create a New Patient Account (if the patient information is new to your database)
  5. Click Next  
    cs-step-2.png
     

The Process Patient Registration wizard contains these windows:

Patient Demographics

To begin converting pre-registration data into a patient account:

  1. The Patient Registration Details on the left side of the window reflects what the patient entered.  The Patient Account - Demographics section displays the same information in an editable format.
  2. Select a Default Office & Provider for this patient
  3. Add or change the patient's information as necessary in the editable fields, and then click Next.
    cs-step2a.png

Guarantor

  1. If the Relationship is Self, then Use Patient is selected.  If the relationship is someone else, select "Search for Guarantor" to search your database for that person.  If the guarantor is not in the system, select "Create new Guarantor and enter the guarantor's information in the appropriate fields.
  2. Under Billing Information, select a Billing Category and Fee Schedule for the patient
  3. Select the billing options you want to apply to this patient to the right:  Send Statement, Apply Service Charge, Pring Dunning Message, or In Collections
  4. Click Next
    cs-step-3.png

Employer         

  1. If the patient is unemployed, No Employer is selected. 
  2. Select Search for Employer if the employer might be in your database, or select Create New Employer and enter the employer's information in the appropriate fields
  3. Click Next
    cs-step4a.png

School   

  1. If the patient is not a student, No School is selected. 
  2. If the patient is a student, select Search for School or Create New School and enter the school's information
  3. Click Next
    cs-step-5.png

Dental Insurance

The Dental Insurance window of the wizard are displayed with the Patient Registration Details on the left side and the editable fields on the right.

To Validate or Edit insurance information on the Dental Insurance window:

  1. Click the arrows in the left pane to view details of the patient's insured party, employer and insurance carriers.
  2. In the right pane, select Search for Insured, Use Patient, or Use Guarantor
    1. To search, enter the name and click dot.png
    2. To add a new insured party, click plus.png.  The Insured Party Setup window is displayed. 
  3. Select Search for Employer, Use Patient, or no Employer.
    1. To search, enter the employer name and click dot.png.
    2. To add a new employer, click plus.png. The Employer Data Entry window is displayed.
  4. Under Search for Plan, enter the insurance plan name and click dot.png.
    1. To add a new insurance plan, click plus.png. The Plan Data Entry window is displayed.
  5. Enter the policy information in the Policy Details section
  6. Click Next
    cs-step7a.png
     

Medical Insurance

The Medical Insurance window of the wizard are displayed with the Patient Registration Details on the left side and the editable fields on the right.

To Validate or Edit insurance information on the Medical Insurance window:             

  1. Click the arrows in the left pane to view details of the patient's insured party, employer and insurance carriers.
  2. In the right pane, select Search for Insured, Use Patient, or Use Guarantor
    1. To search, enter the name and click dot.png
    2. To add a new insured party, click plus.png.  The Insured Party Setup window is displayed. 
  3. Select Search for Employer, Use Patient, or no Employer.
    1. To search, enter the employer name and click dot.png.
    2. To add a new employer, click plus.png. The Employer Data Entry window is displayed.
  4. Under Search for Plan, enter the insurance plan name and click dot.png.
    1. To add a new insurance plan, click plus.png. The Plan Data Entry window is displayed.
  5. Enter the policy information in the Policy Details section
  6. Click Next
    cs-step-6.png

Health History

  1. Double-click an item in the Health History Item list on the left.  Depending on the type of item, the Add Medical History, Add Allergies, or Add Medications window is displayed with that item in the Description field.
  2. Click Ok. The item is added to the Attach(ed) to Patient Chart list on the right, and a check mark is displayed next to that item in the Health History Item list.
    • Repeat for each history item you want to attach to the patient's record
  3. Click Next
    cs-step-8.png

Referral

  1. Click dot.png next to the referring doctor's name.  The Referral Source Search window is displayed.
    • If this doctor is already in your database:  Select the name and click Ok.
    • If no records match the search criteria: Click New to access the Referral Source Data Entry window.  Enter the doctor's information and click Ok.
  2. Repeat for each doctor the patient has listed as a referral, and then click Next
    • To skip the referral information, use the drop-down list to select None in the Type field next to each doctor, and then click Next.
      cs-step-9.png

Summary

  1. Read the lines that summarize the entries on each of the wizard windows.  Click More Detail to expand the amount of information displayed in the summary.
    • To return to a previous window to make changes, you can click the Go To button and select the window you want, and then return to the Summary window.
  2. Under Finish Options, select one of the following:
    • Patient Activity (to go to the Patient Workspace window for this patient.)
    • Registration Queue  (to return to the Registration Queue)
    • Close Wizard (to exit this process)
  3. Click Finish.
    referral-integration22.png

Viewing TruForm within Patient Account

  1. Locate and open the patients account and select Patient Reg
  2. Any integrated truForm will be listed as Patient Registration Form (even if you integrate a referral form or consent form, the label will always be Patient Registration Form).
    • The date will indicate when it was integrated
  3. Click on the line item to view the submitted truForm:cs-step-10.png
  4. *NOTE, if the patient uploaded any (common file) attachments when submitting this form, you can scroll down to view those documents embedded within this submitted form. csreg-insurance.png

        

REFERRAL INTEGRATION ALERT!

If you have a referral form setup for integration, please use these instructions as a reference to what you will see when you integrate a referral form first!  Although WinOMScs is only setup to take in Patient Registrations, we can send over your submitted referral forms in the same exact way.

  1. Follow the integration steps above
  2. Once integration is complete, if you view the submitted Referral Truform within the patients account- note the important information below:
    • The referral form will be labeled as "Patient Registration Form"- WinOMScs is only designed to integrate the patient registration, although we can allow the referral form to integrate- it will remain incorrectly labeled within WinOMScs!
      csref-10.png
               
    • Also, if the referring doctor submitted any common file type attachments with this truForm, you will see them embedded within the submitted PDF here.
      csref-11.png
  3. Once you are ready to integrate the patient registration submitted by the patient- follow these instructions here
  4. Once you fully integrate both the registration and referral form, the Patient Reg will look similar to the below example 
    1. You can click on each line item to see either the patient registration or the referral form:
    2. One easy way to identify the referral form is by date within WinOMScs, the referral form should be an older date than the registration.referral-integration23.png

Adding Medications from TruForm into WinOMScs

Note this section will not automatically integrate, you can manually do the following for each medication that is free typed.  See below:

For your medication Free Type List, usually asked in the form of this question where patients can manually write out there medication names used (or select from a Lexi Comp pick list of medications):

"Are you taking any kind of medication, drug, pills? (if YES, they would list them)...
cs-meds.png

Medical Alert for Medications items to Note:

  • The free type list of medications does not automatically integrate within your software like the health history items will.    
  • The free typed medication area entered within TruForm will come over within the WinOMScs software under "Other Medications" 
  • The free type list of medications can be added as a medical alert, please note the following: 
    • WinOMScs does not recommend this unless it is something specific, like allergic reactions or a serious medical condition.
  • With the free type medication area, you can retype whatever the patient completed and add as a alert.  Please call WinOMScs for further help with this.

How to Map a New Medication not in your Database:

  1. Medications manually entered by patient via truform will automatically show under "Other Medications" within WinOMScs below
  2. Select and Copy the first medication under "Other Medications" below:
    meds-step0.png
              
  3. Select the "Medication" radio button option located at the top:
    meds-step1.png
             
  4. Select the dot.png button, located to the right
    meds-step2.png
           
  5. Enter the Medication Name under "Description" text field- in this case we are using "Advil Cold & Sinus"
  6. Select "Find"
    meds-step2.5.png
    **if you do see a match to your LEFT- select here to continue.  
  7. If you don't see a match within the list to the LEFT, select the "New" option at the bottom:
    meds-step3.png
            
  8. Enter the Medication Name under "Description" text field
    meds-step4.png
         
  9. Select the dot.png button to link this to a Lexicomp Drug ID
    meds-ellipse.png
  10. Enter the description (name of drug listed)- in this case we are using "Advil Cold & Sinus"
    meds-step5.png
  11. Select "Find"
  12. Select the medication name to the left and select "Ok"
  13. Select "Ok" once done in this section
    meds-step8.png
          
  14. Under "Attach(ed) to Patient Chart" you should now see the new medication has been added!
    meds-step9.png

How to Map an Existing Medication already in your Database:

Once the medication is pulled into the software, you will see the medications typed in the above form within the "Other Medications" 

  1. Select the "Medication" option located at the top
    med-exist1.png
          
  2. Select the dot.png button, located to the right
    med-exist2.png
         
  3. Enter the Medication Name under "Description" text field  (in this case we are using "Benadryl Children")
    med-exist3.png
  4. Select "Find"
    med-exist4.png
  5. Since it's previously been entered in the database by a prior patient conversion, you should see this medication in the list to the LEFT
  6. Select the medication, and select "Ok"
    med-exist5.png
  7. Under "Attach(ed) to Patient Chart" you should now see the new medication has been added!
    med-exist6.png

Clear Your TruForm Queue through WinOMScs

Through WinOMScs, there is no way to auto delete multiple patients within your queue.  

You can manually delete individual patients by:

  1. Navigate to and select your "Patient Registration Queue"
  2. Click directly on the patient you would like to delete, it should remain highlighted: 
    • Selecting multiple patients: hold down the "Control" button, while selecting the patients you would like to delete
    • Please contact WinOMScs Support and they can wipe out that entire list if needed.  Note this is a all or nothing, they can not keep certain patients listed here.
  3. Once highlighted, select the "Delete" button (this will remove the patient(s) permanently- there is no way to undo this!!!) 
    cs-delete-1.png
  4. Select "Yes" to confirm you would like to delete the patient's selected:
    cs-delete-2.png
  5. The patient will now be removed from your Patient Registration Queue
    image1.png

 


WinOMScs Software Support Information

You can contact WinOMScs Support below (FOR EXISTING WinOMScs CLIENTS):

Phone: 800-275-4637
Hours: M-F 8am - 8:30pm EST
Email: oralsurgerysupport@csdental.com
Support Page [Click Here]
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