What is RhinoForms?
RhinoForms is a complete digital forms and e signature solution within the Rhinogram platform. Organizations can create documents, send to patients securely via text and store completed documents with the contact library without the contact ever needing to download an app or login to an account.
RhinoForms Highlights:
Ability to create and store forms in an organization library
Send e-forms via text to contacts to fill out and sign
RhinoBlast forms to a list of contacts
Completed forms are stored in the contact’s library
RhinoForms Manager - consolidated status list of outstanding RhinoForms
RhinoForms Overview:
How can an organization start using RhinoForms?
RhinoForms is an add-on feature in Rhinogram. Contact Customer Success to have this feature turned on.
How much does RhinoForms cost?
Each RhinoForm 'seat' enables a Member to build a RhinoForm. If multiple Members need to manage forms (i.e. department heads, front desk staff, providers) multiple seats should be added to the contract to optimize efficiency. Contact Customer Success so they can put together a quote that makes sense for your organization.
What Roles does a Member need to create, edit, or delete a RhinoForm?
‘RhinoForms Admin’ permission is for Members who will create, edit, and delete forms. Other Members will have ‘view-only’ permissions which allows them to view and send forms only.
How many Members can create, edit, or delete a RhinoForm?
If an organization has 5 RhinoForm seats, 5 Members can create, edit, or delete. If all seats have been allocated in an organization, and a Member attempts to grant RhinoForm Admin privileges Rhinogram will display this message:
The organization can un-assign the Role from one Member to another, or purchase an additional seat.
How many Members can view a RhinoForm?
Within a Member Role, by default, a Member is given RhinoForms permission with only the View permission being selectable. This permission is visible even if the RhinoForm feature is not turned on, but RhinoForms will not be viewable until the feature is enabled by the Rhinogram Success Team.
Where are an organization's RhinoForms stored within Rhinogram?
Once RhinoForms are enabled, a RhinoForm Admin can create, edit, or delete a RhinoForm by accessing Settings-> Library-> Forms
Once a RhinoForm is created, how does a Member send it to a contact?
From the contacts message thread, select the + sign -> select 'Send Form' -> choose the desired RhinoForm from the list. Once a form is selected, the form will display as an attachment in the compose area and the Member can type a custom message. The Member has the option to either add an additional message, or select the green paper airplane and send the form. Any Member can send a RhinoForm.
Another option is to select the + icon and select 'Use Template' in the menu. This will open up the template listing. If a form is attached to the template, it will show the e-sign icon. If a standard document is attached to the template, it will display the paperclip icon.
Rhinogram will convert the attachment to a unique link and send via text. The link to sign the form will be unique to each contact. If a Member clicks on this unique link in the Rhinogram thread, they will see an uneditable version of the form.
Forms can be attached to an appointment message in an appointment reminder campaign (if
an organization is integrated and utilizes appointment reminders). Each form can only be attached
to 1 message per campaign. The form can be selected by clicking Add Files.
New Feature
A member can also Generate a form under a contact's Form Activity in their profile summary. This
generated form can be sent to a contact outside of Rhinogram (via email, etc), or the link can be
opened for the patient to fill out the form on a device in the practice (such as a tablet), or to be
completed by a staff member (such as an evaluation form, virtual consult form, etc).
How can a Member add a form to their favorites list?
Just like in Library: Templates, RhinoForms can be favorited by selecting the heart icon located to the right of each form. Once this is selected, that form will appear under the Member's favorited forms. Favorited forms are for a specific user so each Member of an organization can have their own favorites list. Favorited forms display at the top of the forms list, which makes them easier to find when sending a form. This only impacts the individual member; it is not organization-wide.
Do RhinoForms expire?
Yes, a contact will have 30 days to submit a form before the link expires. Once it expires, the organization will see the form status change to “expired” and can resend a new link to the contact if needed.
Can a contact be sent multiple RhinoForms at once to complete?
Yes, Members can send multiple forms to a contact.
What does it look like in Rhinogram when a RhinoForm is sent?
What does it look like when a contact's phone when they receive a RhinoForm?
How does a Member know when a RhinoForm has been sent?
A thread event will appear on the conversation whenever a form has been sent.
The thread event is treated the same way as a new message from the patient would be. For example, once a RhinoForm is sent, the Group that the message was sent from will display a notification, if conversation assignment is enabled in Organization Preferences. Otherwise, it will default to the main Channel route.
If the conversation is closed, the thread event will open the conversation back up to alert the office a form has been sent. The thread event will send a notification out to members who have patient message notifications turned on.
How does a Member know when a RhinoForm has been completed?
A thread event will appear on the conversation whenever a form has been completed. Just like when the form is sent, the thread event is treated the same way as a new message from the patient would be. Once the contact “submits” the form to the practice, the given group and all members in it would receive a notification that the form has been completed by the contact.
What does it look like on a contact's phone when the form is complete?
Where are all completed RhinoForms stored within the contact summary in Rhinogram?
Completed forms are stored within the contacts Document Library. To access, select the Library “View” option located at the bottom of the contact summary panel.
Can a completed form be shared to another contact?
Yes, the Patient Library, which is unique to each contact, contains a tab for Saved Content and a tab for Completed Forms. Each document in the Patient’s Library will be able to be copied to a different contact’s library.
How does a Member share to another contact in Rhinogram?
Once in the contact's library, select the desired RhinoForm from the patient library to share.
Next the Member has two options:
1. Send to EHR/PMS for that contact. Rhinogram will only display this for integrated organizations that support write back, on integrated contacts (i.e. if the patient isn’t an integrated one, the modal will only display the copy to contact option).
2. Copy the document to another contact within the Rhinogram account. Connected parties will be listed out. If there are no connected parties, none will display.
Note: Copied documents will remain on the original contact’s library. Rhinogram tracks the details of the copy action under the Copy Document header within the detail view for the PDF
i.e. Copied to [New contact] by [Member] on [Date].
From within the contact's library, the new contact’s name is hyperlinked, selecting it sends the Member to that contact’s library
Additionally, a thread event is created on the new contact's message thread.
All document actions remain the same on both the original and new contact’s library. This means a Member can still download, copy URL, send to EHR if the organization is integrated and the contact is an integrated patient, etc.
Is there an Audit Log event for RhinoForms?
An Audit Log event is created when a form is created, edited, and deleted, by which Member, and timestamp. Copying content is also auditable.
What are the integration capabilities for RhinoForms?
Rhinogram has provided the ability to automatically send completed RhinoForms to the contact’s chart within the PMS/EHR system once the form is completed by the patient. This option will only be available to integrated organizations that have document write-back capabilities.
If the EHR does not support write-back, the Member can download and upload or copy the PDF link to the patient record in the EHR.
The checkbox, located within the forms settings, allows the user to select if they would like the form to automatically be sent to the EHR upon completion.
The default for the box will be unchecked
This setting can be edited at any time
