C9 Signature

A video overview can be found at the link below.

https://planetdds-1.wistia.com/medias/h4gkhl65qj

A recording of one of our webinar can be found at the link below.
https://planetdds-1.wistia.com/medias/0zd3d6v6qd

User Manager Guide
This is a help document created for superusers that can create users for their office(s).

• This Document includes the following topics:
  • How to add a user
  • How to disable a user
  • How to assign a user to a location (must be using locations)
  • How to assign a suer to a group (must be using groups)
  • How to reset a user’s password
  • FAQs

How to Add a User
When creating a user, there are a few rules to follow.
• Usernames are in the form of an email and it must be a unique email. *Please note, if you staff share a common practice email, you may need to utilize the personal or an alternative email.
• You must provide an initial password; they will be promoted to change it upon initial login. After that single sign on will activate. Password requirements (Must be least 8 characters and contain 1 uppercase, 1 lowercase, & 1 number)
• You will need to contact support@ortholync.com to create superusers.
Look for the tab labeled “Client User Manager”
Click on “Add User”
You will fill in all of the required information and “Save Changes”. At this time, you can also assign a “Location” or a “Group” Please visit that section for instructions. How to assign a location / How to assign a group
The user is now created and has access to login to Cloud 9 Signature. You will need to let them know their initial password you set up for them and how to access Cloud 9 Signature.

How to Disable a User
Click on the user’s name from the list. When the user’s information appears on the right side, select “Disable”. * You cannot delete a user; you can only disable.

How to Assign a User to a Location
When in Edit mode on the user, you will see a menu at the bottom of the screen “Restrict Locations”. Select “Location”, then select the location you want them to see from the drop-down list. With this option they will only be able to see one location. If they need to see multiple locations, you will need to assign a Group.

How to Assign a User to a Group
When in Edit mode on the user, you will see a menu at the bottom of the screen “Restrict Locations”. Select “Group”, then select the group you want them to see from the drop-down list. * You will need to contact support@ortholync.com to create/edit groups.

How to Reset a User’s Password
Click on the user’s name from the list. When the user’s information appears on the right side, select “Set Password”. Type in the new password twice and click on “Change Password”.
If you have any other questions, please email support@ortholync.com

• How do I access my form links?

  • You will log into your Forms Portal. This link will be provided to you after training and setup is completed by OrthoLync.

• How do I get my login credentials and where do I login?

  • The forms system is single sign on.  Once you sign into Cloud 9, select Home – C9 Signature. This will open the Forms Management Dashboard.

     

• How can my form submissions be accessed?

  • The form submissions can be accessed in secure submission database, Forms Management Dashboard.

     

• Where will patient form submissions be stored?

  • All submissions will be stored in the Forms Management Dashboard for easy access, with the ability to view, edit, search, and upload.

• Can my patient receive a copy of their completed submission?

  • Yes, patients will receive an email with the information from the form they filled out.  Due to HIPAA, they will not receive any email with information pertaining to their Health, Insurance or payment details.

• Can I make changes to my forms?

  • Yes, for an extra fee.

• What devices can my patients access their forms on?

  • Our forms are dynamic and can be used on any device: desktop, tablet, or smartphone.

• Can I have patients complete forms in the practice?

  • Yes, you can have the patients complete the forms on an iPad or desktop in your office setting. Patients can also complete the forms from their own devices at any location.

• Can a patient sign a form electronically?

  • Yes, patients can sign the forms on any device using their finger, stylus, mouse, etc. through the Forms Portal.

• How do I send forms to my patient?

  • Patient forms can be sent through email or text.  

• Can patients fill out paperwork directly from my website?

  • Yes, a generic form link for the Forms Portal can be placed on your website and the submissions will go into the Forms Management Dashboard holding tank until assigned and uploaded.

• Is the forms system HIPAA complaint?

  • Yes, the forms system meets all standards for HIPAA compliance. 

• Can I use the forms system if I have multiple locations?

  • Yes, you can use the forms system if you have multiple locations.

• Can form submissions be sorted by location?

  • Yes, you can sort the forms by location.

• Can I search for a specific patient’s submission by name?

  • Yes, you can search by patient name.

• Are forms available in Spanish?

  • Yes, the form link can be ran through Google Translate.

  • Or, you can pay an extra fee to have forms built in Spanish.

• Are submissions imported directly into the patient chart?

  • There are 2 ways to import the forms:

    • Directly into the patient chart by using a patient specific link. 

    • Assign and Upload by sending the patient a generic link. This will allow the submission to go into the Forms Management Dashboard holding tank until it is assigned and uploaded.

• Can my form submission be exported?

  • Yes, form submissions can be export into a pdf document.

• Do I need to have a separate Adult and Child form?

  • No, our forms are based off of logic, which allows you to use one form for both.

• If a new patient completes a form will it create a new patient chart?

  • The only form that will create a patient chart is the New Patient Phone Slip.

• Will my forms have my practice logo?

  • Yes, all forms will be branded with your practice logo.

• How long will it take to set up my digital forms?

  • This time will be determined by OrthoLync and will depend on whether or not the unlimited forms package is purchased.

• Will my practice receive training?

  • Yes, you will receive training from OrthoLync and will have access to all of the training videos needed to get started.

  • If you have purchased C9 Signature, OrthoLync will schedule/conduct the training and setup after receiving confirmation from Cloud 9 that the integration has been activated.

  • If you are new to Cloud 9 and C9 Signature, the OrthoLync training will begin a week after your Cloud 9 training is complete. This ensures that your database is setup and ready to go.

• Are form submissions stored anywhere other than the patient chart?

  • Yes, all form submission are stored in the Forms Manager.

• Can I combine forms?

  • No

• Why is a form not showing in a patient’s ‘Document Cabinet’?

  • There are processes in place so that duplicate files do not upload to a patient’s ‘Document Cabinet’

  • Same filename, same form, same patient, and same date.

  • Users are able to delete and replace a form. Like in the case of a COVID-19 release form.

• Are there HIPAA concerns with forms sent to patients/RPs?

  • Any copies of completed forms sent to patients/RPs are stripped of Protected Health Information (PHI) and Personally Identifiable Information (PII) data.

  • When the user selects submit, the completed form is sent via secure browser and not via email.

• What can I expect with the onboarding / training process?

  • Once the Sales team receives a sales order, it is sent to Integrations for processing.

  • OrthoLync receives confirmation that the integration is complete and within 1 - 2 business days, Alicia @ OrthoLync schedules training.

  • OrthoLync will train on how to use C9 Signature and customize their forms.

  • The onboarding process for the unlimited forms package may take an extended amount of time due to OrthoLync designing the forms.