Pediatric Dental Specialists is located in Memphis, Tennessee. With over two decades of experience, they take pride in prioritizing their patients' comfort and safety.
Pediatric Dental Specialists prioritize digitalization to improve the patient experience. Serving over 80 pediatric patients daily, with a staff of only seven members, efficient paperwork management is crucial for streamlining patient care and minimizing paperwork-related delays.
When Pediatric Dental Specialists shifted their focus to going fully digital, they created a website with the goal of allowing parents to complete necessary paperwork prior to their child's appointment. However, their forms were only able to be accessed as a downloadable PDF, requiring parents to print, manually fill out, and deliver the form at the time of their child’s appointment, resulting in an inefficient process, a negative experience, and added data entry work for the office staff.
Dr. Brad Wilkinson, Solo Practitioner for Pediatric Dental Specialists, remained dedicated to finding a way to simplify the paperwork process for his patients’ parents. “We wanted parents to feel like they can complete their forms ahead of time, so when they arrive, it’s a lot easier for them. You can get down to business faster, especially if everything is filled out the right way the first time.”
Pediatric Dental Specialists initially turned to PDFescape, an online tool for creating editable PDFs, to kickstart their digital journey. However, after several years of utilizing this tool, they made the switch to GoFormz. “GoFormz added some features that PDFescape did not have, which included a way to attach insurance cards to the actual digital form,” noted Wilkinson.
The rest of the Pediatric Dental Specialists team quickly recognized the advantages of using digital forms as they experienced the benefits of added features and functionalities. “They like it better because we get the insurance verification faster.”
Pediatric Dental Specialists leverage GoFormz’s online form sharing feature, Public Forms, to post links to their fillable health history forms directly on their website, which parents can complete and submit before their appointment. “Parents can fill it out on their phone or even at home and send us the completed forms,” explained Wilkinson. This feature significantly improves the process of collecting patient data while eliminating the need for printing, handwriting, or unnecessary travel to hand-deliver forms.
Once a Public Form is completed, an Automated Workflow is triggered to automatically notify Dr. Wilkinson that a form has been submitted. “I get the alert that a new form has been submitted and I will check to see if they’ve sent their insurance information or not,” explained Wilkinson. “Then I will forward that information to my staff so when they walk into the office, they have what they need to start their day.”
The patient data collection process at Pediatric Dental Specialists includes numerous features, with the most noteworthy being the File Attachment field. “The parents will fill out their information, where they work, health information for the child, and insurance information, which we need to be able to bill it out and file with the insurance company,” explained Wilkinson. “They can attach their insurance cards, which is the most helpful because we can actually see the card before the parents arrive at our office.”
Prior to GoFormz, parents were emailing insurance cards to the office. “The patient's parents were taking pictures and sending them via individual emails and then calling over the phone to tell our staff what their email was.” Leveraging the File Attachment field, parents are now able to upload pictures of both the front and back of their insurance cards, resulting in streamlined insurance processing and an enhanced patient experience.
The digital health history form also comes equipped with various features such as Replicate fields, Checkboxes, Digital Signatures, and Date fields to simplify the form-filling process. Replicate fields are utilized to streamline data entry and save time by duplicating information across multiple fields. Checkboxes are used to select and mark off various data points related to medical history. Digital Signatures are used in tandem with Date fields, enabling parents to authorize the document and instantly populate the date at the same time.
Turning to online forms and streamlining patient data collection has enhanced the customer experience at Pediatric Dental Specialists. “We don’t have to hunt anyone down or try calling someone on the phone for more information. Everything is done behind the scenes now,” explained Wilkinson. “When the parents and kids walk into the office, you can focus on the actual visit and not the administrative part.”
As a result, significant time is saved when completing paperwork before a patient's visit. “We can have the patient back in the chair usually within five minutes, so it saves a lot of time that would have been used in the office because forms are being done outside the office by the patient's parent.”