Going paperless

Last updated: March 16th, 2019

Setting up a device

Devices

In order to go paperless and record signatures, you will need a touch screen device, eg tablet, smart phone or a laptop with a touch screen.

A device user is needed in order to use the paperless functions on an additional device, like a tablet or a smart phone. A device user is used to login to SubmitKit on a separate device. If you are already using SubmitKit on a tablet or a touch screen device you could omit setting up a device user.

Head to Settings then to Users and devices.

  • Click 'Add device' button
  • Enter in a device login name; this needs to be something unique within SubmitKit. If it is a label that has already been taken, you will be notified and the device user will not be added.
  • Enter in a strong password, and matching password
  • Click save
  • Your device user is now added. You can login to SubmitKit on any device using the device login name in the email address text box

Send a ACC form to a device

For a new claim

Head to appointments, click 'Add claim', or

Head to patients, click 'Add claim'

For a previous saved claim

Head to Claims, click 'Edit claim'

To send a claim to a device to be completed by a patient, you need to create the claim or use an existing claim. At the very least, a claim needs to have a claim number added and be saved before it can be sent to a device. You could also complete some or all of the fields for the patient to approve on the device.

Click the 'Send to device' button at the bottom of the claim pop-up form.

Another pop-up will appear, select the device and tick whether you want the patient signature or not. Also tick whether you want the patient to complete all fields.

When sending a patient-claim to a device you can choose whether all required ACC fields need to be completed by the client before they send the form from the device. If we tick 'Require ACC fields' when sending a patient-claim to a device, the client won't be able submit the form until they have completed all required fields. If this is left unticked, the client only has to check the agreement and can leave fields uncompleted when sending the form back.

You can also set 'Require ACC fields' to default to checked or unchecked, by going to the 'Practice Settings' page (Accessed from Settings -> Practice Settings). You can also do the same for 'Require Signature', from the 'Practice Settings' page.

Click the red 'Send to device' button in the new pop up.

If the device user is logged in they will receive a message indicating the form is ready to be completed.

One pending claim per device

A device can only contain one pending claim at a time, but you can have any number of devices.

Remove a form from a device

Head to Device

Click the 'remove' button on the 'Pending on devices' table to clear the claim off the device. This can only be done by the user who created the pending claim.

Patient completion of ACC forms

On login as device user you will shown a simple screen with the following button:

Once a claim is sent to a device it is ready for the patient to complete. If your device user is logged in prior to sending a claim to the device, a message for patient will appear, asking them to complete the form.

Clicking the 'Complete ACC form' will take the patient to the ACC form.

The ACC form has patient details, and claim details. Fields completed prior to sending to device will appear with the completed text.

Agreeing to terms

The patient will need to tick the authorisation check box before submitting the form.

If you have required the user to sign the form, an electronic signature box will pop up when clicking the 'Sign and submit' button.

If 'Require ACC fields' was ticked prior to sending the claim, the form will not be able to be sent until they have completed the required fields. If there are any missing fields, warnings will be shown next to fields needing attention.

If a patient can't find a match for their occupation in the occupations list provided by ACC, they can free type in their occupation. When the patient/claim form is opened in SubmitKit again after submission, occupations that were typed in not using the drop-down will appear below the occupation field, under the label 'Suggested Occupation'. An appropriate occupation can then be selected from the drop-down by the practitioner/receptionist. Or 'N/A' could also be entered if necessary.

Once submitted, the patient will be redirected back to the home screen and the form will no longer be available to the patient.

Viewing patient's completed form

When a patient completes a form, two things happen:

  1. The patient and claim details are updated, so they will now contain any changes made by the patient
  2. A snapshot of the patient form is created. This snapshot can be viewed but not edited

Snapshots

Snapshots are a representation of what the patient has entered on the form and will not contain anything added to the claim or patient after the snapshot is taken.

View/Edit/Submit form data

Head to Device

This table shows:

  • Device which the form was completed on
  • Patient
  • Completed - the date and time the form was completed
  • Accident date
  • Claim number
  • Edit - will bring up the claim pop-up window, for editing, submitting and printing the claim
  • Remove - will hide the completed details from this table. This won't delete any claim data

Clear all will remove all the completed details from this table. This won't delete any claim data

Viewing snapshots of completed forms

If a claim has a snapshot of a form, this can be viewed from the claim pop-up window by clicking on This will open up a pdf file of the patient's completed form.

If a claim is sent back to the device for editing then the previous snapshot will be replaced by the latest snapshot. The snapshot will contain a signature if the form was signed.

Go paperless without a separate device

You can have patients complete and accept an ACC form with just one computer, but in order to record signatures it would need have a touch screen unless you want patients to try and sign using a mouse.

The claim pop-window has the following button at the bottom This will take you to a patient view of the claim form which could be completed or authorised and signed. If you want a signature, tick 'Client signature' before opening the client view.

On completion a pop-up window will be shown notifying that the form is completed. Closing this pop-up window will return the user to the previous page.

The snapshot of this form can be viewed from the claim pop-up window by clicking on This will open up a pdf file of the patient's completed form.

Forms completed without a separate device won't appear in the device completed table on the device page.