How Do I Attach Consent Forms to Keywords?

You can send consent forms to patients in a few different ways, including:

1. 1. Linking consent forms to treatment plans by procedure code or category ↗️.
   2. Sending forms manually per patient↗️.
   3. Attaching consent forms to text/email automation via keyword.
   4. Coming soon: Automatically send consent forms based on appointment procedure codes.

When using the ‘keyword’ feature, globally used consent forms can be automatically sent to every patient with an upcoming appointment via text or email. This has been a great option for sending COVID-19 forms. This guide will walk you through how to attach consent forms to keywords and include them in your automated text and emails.

✅Note: Log in as a Flex Administrative User to set up this feature. Need assistance updating user preferences? View this article: How Do I Change User's Permissions?↗️

Creating Keywords

1. In the upper left corner of the Flex homepage, click Settings.
2. Under Forms settings, select Consent Forms.
3. To attach a keyword, choose a form from the drop down menu.
4. Select the 'key' icon. This will open the keyword setup window.
5. Enter your keyword. In this example, our keyword is 'covid'.
6. When finished, click Save to close the setup window.
   • Choosing Cancel will close the window without saving.
7. In the bottom right corner of the consent forms settings, Save again to update.                                 

Once saved, the last step is to add the keyword to your text and email automation.

Attaching Keywords and Consent Forms to the Timeline

1. Begin by accessing the Text & Emails tab in Settings.
2. Select 'Timeline'.                                                                                                                                       
3. Keywords are included in the text or email templates. To locate a template, choose the reminder or confirmation within the timeline.                                                                                                           
4.  Inside your selection, click the 'edit' text or email 'templates' button to launch the setup window.                     
5. Add keywords where they fit naturally in your email templates.
6. Save updates in real-time using the button in the top right.
7. When finished, click Close to collapse the email template window.
8. Include your keywords at the end of your text templates. 
9. Close when finished.
10. Apply changes by clicking Save in the bottom right corner of your timeline settings.

⚠️Notes:

• • The keyword assigned to an automated text or email must include brackets. 
  • Automation is required for keywords to function as expected. Manually sent keywords do not include consent forms.

Once keywords are created, added, and saved, Flex includes the form with your automated message.

You are all set!

If you found this information helpful, please like and/or comment below!

If you have questions, please contact Flex Support.

Thank you!