What is a Web Form?

The Web Form is a tool that helps drive conversion rates from your website visitors to new patient starts and makes you easily accessible from your website for existing patients. Simply add the form to your website and receive inbound messages from the web form directly into your Rhinogram inbox. Each message received, through the web form, will contain a phone number to allow members to respond to the contact through regular SMS text message.

 

How do I set up a form?

A web form can be added to any existing phone channel within your organization. To enable a Web Form, navigate to the settings icon, select channels, click on the number you would like to enable through, select edit channel and turn on the Web Form Add-On at the bottom of the page. The form is fully customizable per channel which will allow you to choose the text, colors, website positioning, and call to action buttons that will appear on your website.

 

As you start to customize your web form, you will be given a preview on the right hand side to ensure your changes appeal to you before adding the form to your website. 

 

  • The text of the Call to Action button can be tailored to your practice. In the example below, the current button is set to “Get in Touch.” However, the heading can be customized to what you believe will better draw your patients in. 

 

  • The Web Form gives you the ability to adjust the colors of the Form to coordinate with your practice. You can customize the text, backgrounds, and even buttons.



  • All Text/Titles on the Form, including placeholders, can be designed to meet your individual needs.



  • This setting will also allow you to choose the position of the Form on your website. The options include each corner of the website or a free-form.

 

Once you have customized the form, within Rhinogram, you will see an embed code generated for you in the bottom left hand corner. 

 

Once you copy the code, deliver it to your webmaster (the person who maintains your website.) They will be able to embed the snippet directly into the source code of your website.

 

How do we embed the source code on our website?

1. Copy the embed code in Rhinogram via the copy embed code 

2. Ensure you or your webmaster have access to the website html files

3. Decide which page or pages you wish to embed the code

4. Open the desired page/pages in html editor

5. Paste the embed code before the closing body tag. (If using a Wordpress website, embed just before the closing </head> tag)

6. Save your changes

7. Navigate to your live website and the form will be displayed


How do I embed the source code if I have chose the Advanced Option?

If you have selected the "Free-form (advanced)” option the CSS can be written to custom position the Web Form button to the desired area on the web page. In order to properly style the free-form button, the HTML Class of ‘rhinogram-widget—freeform’ needs to be targeted in the CSS.


Can we have the form automatically display on the website and bypass having to select the button?

Yes, under Embed Form, you have the option to select Free Form. Once you select Free Form, a toggle will display to allow the form to display on the website without having to select the call to action button first.


 

If I edit the form in Rhinogram, will it automatically update on the website?

Edits that are made to the form after it is live will automatically update on the website.

Can I add more than one web form?

Each existing phone number can have a web form.

As an example, if you have two locations, each with a separate phone number and patient inbox, you can create two web forms. You could place one on each locations contact page to ensure the messages go to the correct inbox in Rhinogram. If your organization has more than one phone number but only one main inbox, only one form would be necessary. 

 

How do my patients use this form and how will it come into Rhinogram?

Website visitors will see the “Call to Action” button on the website. Example: ‘Contact us’ or ‘Get in Touch’. By selecting the Call to Action button, the form will open, and users will be required submit their:

  • Phone Number

    • Note: This needs to be a mobile/text-able number in order for this to work correctly

  • Message (No character limit)

  • First name

  • Last name 

 

Once the message is successfully sent, they will receive a confirmation message and have the ability to submit another form, if desired.

 

Why are my website visitors being required to select images before submitting a web form?

When your user is submitting a web form message, image selection may be required instead of simply checking a box for reCaptcha verification. ReCaptcha implements a complex formula to determine if there is a real user or not. Based on these algorithms, it will prompt the user to either check a box or select images as well. This is important to provide protection to ensure the users are human and actions are not being performed by an automated robot. The images verification method will not occur very often, however, it is a secure way to assure the messages from the form are authentic.

 

What happens when a message is submitted via the form?

The user’s message, along with phone number and first/last name (if provided), will be sent to the practice’s Rhinogram account, with an indicator to show that this message came from a web form. Under the message bubble:


The message will display in the inbox that the channel is currently routed to in Rhinogram.  If the phone number already exists in Rhinogram, then the message will be added to the conversation thread of the contact that owns the phone number.  If they are not currently a contact in your organization, then it will appear as an unknown contact with phone number just as it normally would.

 

How do I respond to a message that came from the Web Form?

You will respond to a message the same as sending a text message out normally. The user will receive a text message response. Your organization’s response will not display in the web form for the patient. The conversation will continue through text message. If your text message response fails, it’s likely because the phone number the requester entered isn’t text-able. If that’s the case, it’s best to try calling to make sure the phone number they gave can be texted. 

 

What happens if we are not open and a user submits a message through the Web Form?

If the message is submitted outside the Available Hours of the Channel, the patient will receive the 

Automated Response set-up in the Channel’s settings.

 

Is the Web Form available for desktop and mobile users?

Yes, whether you are on a desktop computer or on a mobile device such as a smartphone, the web form will display just as you designed it. 

 

Do I have to pay extra to add this to my phone channel?

There is no additional fee for utilizing this service. 

 

How do you remove the form from our website?

You can disable the form by switching the toggle to ‘off’ when you return to that channels settings. Turning the form off will stop the form from displaying on the website. 

 

 

How do I turn the form back on?

To turn everything back on, simple switch the toggle to ‘on’ again. The web form will automatically be visible on the website, once the code is still in place.