Switch to the Forms Configuration Tool

The Forms Configuration tool in PCC EHR empowers you to create and manage your own auto-filling forms, handouts, policies, and letters. With help and guidance from PCC Support, you can switch to the Forms Configuration tool when the time is right for your practice. Read more to learn why, when, and how to make the switch.

Contents

1 Explore What’s New
- 1.1 The Benefits of Switching
- 1.2 Evaluate Your Readiness
2 Make the Switch

Explore What’s New

Learn about the benefits of the Forms Configuration tool in PCC EHR and evaluate your readiness to make the switch.

The Benefits of Switching

Switching to a new way of doing things takes time and preparation, but there are many reasons your practice might want to put in the effort to switch to the Forms Configuration tool in PCC EHR.

You should consider switching to the Forms Configuration tool if you want:

More control over the creation and maintenance of your practice’s forms, handouts, policies, and letters in a user-friendly interface
Fewer back-and-forth emails with PCC Support when you need to make changes to a form
Smarter functionality for forms that require a signature or include visit-specific data, and
Better ways to add free text on the fly when generating forms for patients.

Read Configure Forms in PCC EHR to learn more about what you can do in the Forms Configuration tool, and speak with PCC Support to learn if the time is right for you to make the switch.

Evaluate Your Readiness

The Forms Configuration tool includes early access tools that are still under construction. To learn if the Forms Configuration tool is ready to meet your practice’s needs, contact PCC Support.

PCC Support can explain how the tools work and help you determine whether the time is right for your practice to switch over.

Together, you will explore:

the functionality of the forms you currently generate in PCC EHR
whether the Forms Configuration tool can support that existing functionality
your level of interest in switching to the Forms Configuration tool
and the amount of time and people power you can devote to the process of switching over.

With these factors in mind, PCC Support will make a recommendation about whether now is the time for your practice to consider switching to the Forms Configuration tool.

Make the Switch

Follow these steps when you decide to make the switch to the Forms Configuration tool.

Give the Green Light

After the evaluation period, tell PCC Support whether you want to make the switch to the Forms Configuration tool. PCC Support will note your interest in activating the Forms Configuration tool and contact you when we are ready to begin your onboarding. When it’s your time to make the switch, PCC Support will actively guide you through the process.

Depending on your current configuration and the amount of time that you and PCC Support have to devote to the transition, the process of switching to the Forms Configuration tool can take anywhere from one hour to several months. Work closely with PCC Support to plan the transition at a pace that works for everyone.

Follow PCC’s Pre-Migration Instructions

Based on the evaluation of your current forms configuration and the functionality that is available in the Forms Configuration tool, PCC Support might recommend that you take certain pre-migration steps. Pre-migration steps typically include things like recreating certain forms as PDFs before you migrate to the Forms Configuration tool.

PCC Support Enables Configuration Mode

When the pre-migration steps are complete, PCC Support will enable the Forms Configuration tool in Configuration Mode.

In Configuration Mode, PCC Support can migrate your current forms into the Forms Configuration tool in PCC EHR and you can finish setting them up without interrupting your practice’s existing workflows.

PCC Support Migrates Your Current Forms

After enabling Configuration Mode, PCC Support will migrate your current forms into the Forms Configuration tool. The migration will take into account the functionality that is available in the Forms Configuration tool and might change the appearance or function of some of your forms, all of which PCC Support should make clear to you well before the migration process begins.

Migrated forms retain their protocol mapping, so you can continue to generate them with a single click wherever you have buttons set up for that in PCC EHR. You can learn more about the Forms component and protocol mapping in the article Generate Forms in PCC EHR.

Once PCC Support indicates that your existing forms have been migrated into the Forms Configuration tool, you can set up user access to the Forms Configuration tool and finish configuring your forms.

Set Up User Access

Users need special permission in order to access the Forms Configuration tool. The ability to delete forms within the tool is also protected by a special permission. You can set up these permissions while in Configuration Mode.

Open the User Administration tool in PCC EHR.

On the Roles tab, create a new Forms Configuration role or add the Forms permission to an existing user role.

Follow the same steps to assign the Delete Form permission to users at your practice.

Finish Configuring Your Migrated Forms

After PCC Support migrates your existing forms into the new Forms Configuration tool, it’s up to you to finish configuring them for use.

Open Forms Configuration

Open the Forms Configuration tool.

Check that the Right Forms Were Migrated

Review the list of forms and make sure that those you wanted to migrate are present.

If any of the forms are missing, speak with your contact on PCC Support.

Finish Configuring PDF Forms

Edit the forms that have PDF icons to review and touch up their configuration.

On PDF forms that include user response fields, you can review and edit the prompts that users will see and respond to when they generate the form for patients.

In addition to response prompts, you can configure the names of PDF forms and preview them using real patient data. To learn more about how to work with PDF forms in the Forms Configuration tool, read Configure Forms in PCC EHR.

Recreate Non-PDF Forms Using the Embedded Form Editor

Forms that do not have a PDF icon in the Forms Configuration tool were migrated with only their titles and background protocol mapping and must be recreated in the embedded form editor.

To recreate the forms, edit them in the Forms Configuration tool and use the tools in the form editor to recreate their contents.

At your request, PCC Support can send you copies of the forms that need to be recreated and assist you with the recreation process.

To learn more about how to create and manage forms in the Forms Configuration tool, read Configure Forms in PCC EHR.

Make Your Forms Active

When you have finished configuring your migrated forms, edit them and set their status to active so that other users at your practice will be able to generate them for patients when you finish making the switch to the Forms Configuration tool.

You can learn everything there is to know about working in the Forms Configuration tool in the article Configure Forms in PCC EHR.

Complete a Final Check

When you have finished configuring your migrated forms, complete a final check with PCC Support.

The purpose of this check is to make sure that your forms are working properly, that your questions have been answered, and that you are ready to make the final switch to the Forms Configuration tool.

PCC Support Enables the Forms Configuration Tool

Tell PCC Support when you are ready to switch your whole practice over to using your newly configured forms.

PCC Support will fully enable the Forms Configuration tool.

Once enabled, the Forms component will stop pointing to your old forms and users at your practice will only be able to generate forms that have been configured in the Forms Configuration tool.

Optionally Revert to the Legacy Tools: If you find that the Forms Configuration tool does not work for your practice, PCC Support can disable it and restore your ability to generate forms the old way. This function may also be used to temporarily disable the Forms Configuration tool while PCC Support troubleshoots issues that arise with migrated forms.

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