Keywords: MyTooth, forms, form submission, public URL, QR code, patient matching, assign forms, digital intake, patient experience, Cloud 9 forms, packets
Summary
This article reviews the MyTooth Forms Submission URL and how patients access and complete digital forms. It covers public URLs, direct patient assignment, the patient experience for each method, and what happens after a form is submitted.
Overview
The Patient Form Submission Site allows patients to complete digital forms before their appointments. This streamlines the check-in process and ensures all necessary paperwork is completed ahead of time. The URL can also be shared during the appointment if necessary. More information about forms can be found HERE.
This article will specifically discuss the Forms Submission URL and the patient experience while using it.
Forms and Packets can be shared with patients two ways:
- Direct Assignment: Assign forms directly to a specific patient. (For more info see THIS ARTICLE.)
- Public URL: Share a public URL for anonymous form submissions. Public URLs allow anonymous patients such as walk-in patients to fill in forms without being assigned. You can share this URL via email, SMS, or any other medium after clicking the copy button.
How to Access the Forms Submission URL
To access the submission URL for a form, navigate to Forms > Forms in MyTooth. Each form displays its URL directly below the form name.
You can:
- Copy the URL: Click the Copy icon beside the URL.
- Generate QR Code: Click the QR code icon to display a scannable QR code.
There is also a Get Link for Another Office button below the form link, indicated by a paper clip icon. Clicking it allows you to retrieve the public URL for that form from a different location than the one currently selected in the upper right corner of MyTooth. This is useful if you need to share a form link for a specific location without switching your active location in the upper right dropdown.
Clicking the QR code icon opens a modal with the scannable QR code and form URL. (Screenshot Below.)
Patient Experience
When a patient accesses a form via public URL, they will see the Patient Demographic Information
screen. (Screenshot Below.)
The patient must provide their demographic data. Based on the Patient Matching Criteria and Patient Matching Scope settings in Organization Settings:
If a Matching Patient is found: The system will display: 'We already found you in the system as name.' If multiple patients match the criteria, the user can choose from the possible matches.
If No Match is found: A new patient will be created in Cloud 9 upon form submission using the provided demographic data.
Forms can be assigned directly to a specific patient from Cloud 9. This creates a unique magic link for that patient instead of a public URL.
How to Assign a Form to a Patient
Click the Assign to Patient icon (3rd icon beside the Public URL) to open the assignment. (Screenshot Below.)
Step 1: Search for a patient by Name, Email, Phone, or Patient ID.
Step 2: Select the patient from the search results.
Step 3: Choose how to share the form:
- Assign and Show QR Code: Generates a QR code for the patient to scan.
- Assign and Send SMS/Email: Sends the form link directly to the patient.
Note: Patients must be in an active status in Cloud 9 to be assigned forms in MyTooth. If you are unable to find a patient and have confirmed you are searching in the correct location, the patient may be in an inactive status.
To resolve this you have two options. The first is to move the patient to an active status directly on their record. The second is to change the patient status itself to active under Edit > Setup > Patient Statuses in Cloud 9.
*Important: Changing a patient status to active in Edit > Setup > Patient Statuses will affect all patients in that status across Cloud 9, not just this one patient. Consider carefully before making changes there, as it may impact other workflows, reports, and features that rely on that status.
Patient Experience
When a patient accesses their assigned form via email, SMS, or QR code scan, they will see a Verify Patient Details screen.
Important: The details entered must match the assigned patient's information, as the magic link is uniquely generated for that specific patient. The settings for this can be found in the Settings > Organization Settings > Patient Matching Criteria. See THIS ARTICLE for more details.
Completing Forms
After verification, the patient will see the number of forms assigned to them. (Screenshot Below.)
To complete forms:
Step 1: Click on a form to open it.
Step 2: Fill in the required form data.
Step 3: Click Next to proceed through each form page.
Step 4: Click Submit Form when the final page section is reached.
After Submission: For new patients, a patient record is automatically created in Cloud 9. The form submission activity is updated in the MyTooth Activity Section.
PDF in Cloud 9: Completed forms are automatically rendered as a PDF and added to the patient's document cabinet in Cloud 9. There is also a comment/alert in Cloud 9 under the patient comments/alerts section that will notate the forms being imported into Cloud 9, but they will be accessed from the Document Cabinet. There are two forms that Auto-Sync more information can be found on the Forms Section article HERE.
To return to the Main MyTooth Navigation page, CLICK HERE.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.