Ascension Digital Marketing: Done-for-you AI setup for your business, so you don't have to. Categories / Admin & Back-Office
Digital forms before the visit
Dental practice · 3–4 hours saved every day on paperwork
- Task
- stop printing forms, early arrivals for paperwork, and hand-entering data into Dentrix
- Result
- NexHealth saves three to four hours on a daily basis; empty paper tray; forms complete before visits
- Tools
- NexHealth Digital Forms (custom/prebuilt templates, pre-visit delivery, auto sync to Dentrix)
- Setup
- build custom or template forms for medical history and HIPAA → send forms tailored to appointment type before the visit → patients complete on any device → auto-sync responses into Dentrix
Send this to your AI
A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
Copy prompt
Help me set this up for my business: "Digital forms before the visit".
Example business: long-running dental practice in Salt Lake City, Utah (Dentrix; decades of paper forms). Task: stop printing forms, early arrivals for paperwork, and hand-entering data into Dentrix.
Reported result: NexHealth saves three to four hours on a daily basis; empty paper tray; forms complete before visits
Tools: NexHealth Digital Forms (custom/prebuilt templates, pre-visit delivery, auto sync to Dentrix)
Setup outline:
1. build custom or template forms for medical history and HIPAA → send forms tailored to appointment type…
Starter prompt from the guide (use it as a base):
Here are the questions from our paper new-patient form: [paste]. Rewrite them as short, plain-language digital form questions grouped into sections (contact, medical history, insurance, consent). Mark which should be required. Do not add questions I did not list.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/coleman-plaza-dentistry-nexhealth-digital-forms-synced-to-dentrix-34-h/Step-by-step setup guide
> Cost: Paid, by quote. NexHealth does not publish prices. Google booking and review links are included in the subscription.
Honest note: Rules, not AI. The 3-4 hours a day is one office's own statement in a vendor-published case; the practice had decades of paper to scan, so a newer office will save less. Dentrix is named in the story; check that your system is supported.
Prerequisites
- A NexHealth account with the Synchronizer connected to your practice system.
- Admin permission for the Forms feature.
- Your current paper forms (PDF or photo) if you want them digitized.
Step-by-step setup
Step 1. Create or digitize the forms. Go to Forms → Manage forms, click New form, then choose Build (start from scratch or click Select a template to edit a ready-made one such as patient information, medical history or consent) or Digitize (upload your PDF, add any special instructions, click Submit; NexHealth's form team builds it and notifies you). Use the ⋯ menu on a form and Preview to see what patients see. Click Save and exit.
Step 2. Send them automatically. Open a form in Manage forms and toggle Send automatically. Click the pencil beside each rule you need: Patient status (New or All), Frequency (every visit, every 6 months, annually, once), Age, Procedure codes and Appointment types. All rules must match. Click Save. Repeat for each form. Forms ride along with your Reminders: the patient is first asked to confirm the appointment, then gets the form link.
Step 3. Check your reminder template. Open Reminders, edit the message, and leave the APPOINTMENT_REGISTRATION smart command in place. Without it, forms are not included. Click Save and exit and toggle the template on.
What success looks like
Patients complete forms before arriving, and responses sync to the patient chart in your practice system with no scanning.
Common issues & fixes
- A patient did not get a form: the Synchronizer must be running, the patient and appointment must exist in NexHealth, and the appointment must match every rule. A patient with an existing form request expiring on the appointment date is skipped on purpose.
- Paper forms: forms filled in on paper are invisible to NexHealth, so it may send the digital version again.
- Double sends for new patients: if you use forms via Reminders, remove the new-patient paperwork smart command from the New Patient template.
- Packets: packets can only be sent manually; automation is form by form.
Optional: Maintenance
- Review form wording each year (consent language, insurance questions).
- When you add an appointment type, add it to the form's rules.
Copy-paste prompt
Use this with any AI chat. Paste your paper form's questions and get a plain-language list to build in NexHealth.
Here are the questions from our paper new-patient form: [paste]. Rewrite them as short, plain-language digital form questions grouped into sections (contact, medical history, insurance, consent). Mark which should be required. Do not add questions I did not list.Sources
- Case: NexHealth case study (dental office, digital forms). Credit: the office's customer relations manager (vendor-published).
- NexHealth Help: Reserve with Google
- NexHealth Help: Reviews
- NexHealth Help: Reminders
- NexHealth Help: create a form
- NexHealth Help: send forms automatically
- NexHealth pricing page
Industries: AI automation for Dentists & Dental Practices
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.