Collect vital patient information before your patient arrives and automatically push data to your PMS with Birdeye Appointment forms. Birdeye offers a modern experience with mobile-friendly intake forms. You can use prebuilt templates to collect patient information and medical history or refer to this article to create an appointment form template.
 

SET UP A FORM

Step 1- Click the ‘Campaigns’ tab on the left navigation rail and go to the ‘Automations’ tab.

Step 2- Click ‘Create automation’ and select ‘Appointments’ from the menu.

Step 3- Select ‘Form’ from the menu and click ‘Save.’

Step 4- Enter the name of your appointment form automation using the 'Pencil' icon. You can also select how to send your appointment form from the options in the drop-down menu.

Step 5- You can send out your appointment form to your customers immediately or with a delay of an hour(s) or day(s) after the appointment is booked or before the appointment date. 

After a trigger is defined, you can add another using the ‘+ Add condition’ button. Add conditions based on appointment status/type, specialist, customer type, and source to send to your customers. Click on ‘Add’ to add the trigger.

Step 6- Choose locations from the ‘locations’ drop-down menu to send appointment forms to your contacts. Click on the '+ Add condition' button to add a new condition.
Now, you can add tag(s) or custom field(s). If you want to include a custom field, click the 'Select field' drop-down, and select the one you want.

If you select a custom field, you can select a condition and a value and click ‘Add’ to create a new condition. 

Step 7- Select the desired email or/and text template option. At any point, if you want to preview the template, click on the 'Preview' button next to the template drop-down menu(s).
To learn more about form templates, refer to the support article - How do I create an appointment form template?

Step 8- Enable the send reminder email button if you wish to send reminder emails to your customers and fill out the reminder email subject along with the number of reminders and the interval between reminders.

Step 9- Once done customizing, click the blue button at the bottom to launch the automation. You will then be redirected to the 'Automations' page, and a success notification will appear on the top. The automation should be saved and would be running.

HANDY TIP: If you want to save the campaign as a draft and edit it later, click the 'Finish later' button.

MORE ABOUT APPOINTMENT FORMS

On the ‘Automations’ page under the ‘Campaigns’ tab, you can view all the different types of automation, whether running, paused, or draft.

Click on ‘Actions’ to edit, pause, duplicate, and delete a campaign.

Click on ‘View details’ to view automation details. You can also view recipients and performance reports to get more insights about your automation by clicking on 'View recipients' and 'View reports', respectively.

To edit automation, click on 'Edit automation.'

You can preview email and text templates and edit conditions by clicking the respective CTAs from the automation summary section.

On the 'View recipients' screen, click the 'Downward arrow' to download the recipients' report. You can filter out the list based on the status and source using the filters menu towards the right.

On the 'View reports' screen, click 'Actions' and then 'Download' to download the automation report or 'Email this report' to email the automation report. The report displays the metrics for delivered, opened, clicked, and form filled.

Also, You can download the form filled in your Birdeye dashboard in the appointments tab.
On the ‘Appointments’ tab, go to the schedule tab and click on the ‘three dots.’ Go to the ‘Actions’ drop-down and click ‘View details.’

After clicking on ‘View details,’ you will see all the appointment details along with the form, which you can download using the ‘Downward arrow’ sign.

In case you wish to see how the forms filled look in your PMS, click on the links below.
Dentrix, Eaglesoft , and Open Dental