Any Progress Note template within your IDEAS system can be made available for online completion by the patient in the Portal by setting the status of the form to Web Form.

This utility allows the patient to complete the form, and the information be automatically uploaded to populate a Progress Notes in their IDEAS patient record meaning that e.g. intake forms can be completed, if desired, before the patient even attends a consultation.

1 Configuration in IDEAS - Progress Notes to be completed in the IDEAS Patient Portal
2 How the forms appear in the patient portal
3 How portal progress notes appear in the IDEAS patient record

Configuration in IDEAS - Progress Notes to be completed in the IDEAS Patient Portal

You must first create your intake forms as Progress Notes Templates IDS6210 - Progress Note Templates

Do you want the Progress Note to be automatically available in the patient portal, or manually push it?

For Progress Notes you wish the patient to complete in the portal you have two options;

the forms can be automatically be available in the portal
the forms have to be pushed manually from the patient record in IDEAS .

This is configured in the ‘Available in folders’ area of the Progress Note template

Go to File > System Configuration > Progress Note Templates
select 'Web (female patients)' and/or 'Web (male patients)' from the 'Available in Folders' dropdown

If the PN is to be manually pushed to the portal, you should choose Web (preliminary) instead

You can add a description and instructions which will be seen in the patient portal by the patient here

Which questions are available to the patient in the portal?

Review the Progress Note questions - tick all which should be visible in the portal.

Web Progress Note forms can still be opened and completed in IDEAS by the clinician, even though it is also configured to be completed by the patient in the portal.

When creating/editing questions, you can add a ‘patient-friendly’ version of the question to display in the portal (see IDS6217 - PN Templates - Adding/Editing Questions - Web tab )

Can we add extra information to the form to help describe to the patient what they need to do?

Any extra information you would like the patients to read along with the form questions can be added to the ‘description for web users’ box

How the forms appear in the patient portal

Progress notes will appear as an available option under My Forms

A patient may be informed in their Welcome Email to complete the requested forms prior to their New Patient Appointment - IDX1308 - Automatic Message Templates (P Portal 2.0)

The patient can find the available forms under My Forms where they will select Add to begin completing the questionnaire.

The patient may Save the form at any point and continue working on it in their own time.

The form will be visible in IDEAS once the patient saves it the first time.

How portal progress notes appear in the IDEAS patient record

Any form saved in the portal will show as (Patient, Draft) in the Progress Note>Staff Member column.

This means that the form was initiated by the patient in the Patient Portal and is currently in a Draft status where the patient can continue editing the form.

If you do not see the Staff Member column in the Progress Notes folder, right click on a column header and select 'Column Settings'. Tick the Staff Member to include this column in list of progress notes.

The patient will press Submit when they are finished completing the form.

This will then change the status of the form to 'Submitted' which makes the form read-only and prevents the patient from making any further changes.

If a staff member signs off a note that is currently in a 'Saved' status, this will automatically change the status to 'Submitted' and the patient will not be able to make further changes.

Any form that has been submitted may be returned to the patient by opening the note and clicking the 'Return to Patient' button. This will revert the status back to 'Saved' and the patient may continue editing the form.

The 'Return to Patient' option is only available if the form has NOT been signed off in IDEAS.