Pabau Classic vs Pabau 2 - How to Send Medical Forms

Transitioning from Pabau Classic to Pabau 2 maintains the simplicity of sending medical forms.

Whether it's consent forms, assessment forms, or medical history questionnaires, Pabau 2 ensures that the process remains as straightforward as it was in Pabau Classic. In this article, we'll explore the three easy ways you can send medical forms in Pabau 2.

In Pabau 2, sending medical forms is not only simplified but also enhanced with additional features. There are three convenient options, to request and collect medical information from your clients: request a form to be completed within the appointment confirmation email, send a medical form via email from the client card, and create a pre-care template containing medical forms

In this article, we'll delve into each of these methods, providing step-by-step guidance on how to effectively send medical forms in Pabau 2. 

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Option 1: How to Request a Form to be Completed within the Appointment Confirmation Email in Pabau 2

Step 1: Access Medical Form Templates

Start by logging into your Pabau 2 account, and navigate to the Setup section.  Within the Setup section, locate and click on "Medical Form Templates" under "Clinical". This is where you manage and customize your medical forms.

Step 2: Open the Desired Medical Form

Identify the medical form you wish the client to complete before their appointment. Click to open the form for editing.

Step 3: Configure Form Settings

In the "General" tab situated in the top left corner of the medical form editing interface, select the services for which this form should be completed. Toggle the "Request to be completed prior to appointment" option.

Step 4: Configure Client Notifications

Next, navigate to Client Notifications by going back to Setup. Under "Marketing & Communication," find and click on "Communications", then on Client Notifications.

After you open Client Notifications, locate and open both the "New appointment is booked" and "Upcoming appointment reminder" email templates.

Ensure that the "Add complete form button" option is ticked in both the appointment confirmation and reminder email templates. You should see the "Complete Forms" button in the email preview.

Final Result:

By completing these steps, whenever an appointment is booked manually or online, they will receive the confirmation email. Within this email, clicking the "Complete Forms" button will redirect them to Pabau Connect. Here, clients can fill out any forms linked to the service they booked, streamlining the pre-appointment information collection process.

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Option 2: How to Send a Medical Form from the Client Card in Pabau 2

Sending medical forms directly from the client card in Pabau 2 is a straightforward process. Follow these steps to request and collect medical information:

Step 1: Locate the Client

Begin by searching for the client you wish to send a medical form. Utilize the search bar located at the top of the screen for quick access.

Step 2: Access Email Communication

Once you've located the client, click on the blue plus sign button in the bottom right corner of the client card. From the menu that appears, choose "Communication" and then select "Email." Note that this option is available only for clients for whom you have an email address.

Step 3: Compose Email with Form Link

In the email writing interface, add a subject and any relevant text. To include a link to a medical form, click on the tag icon in the toolbar.

Click on "Forms" and select the specific medical form you want to include in your email.

In the email, you can also add additional merge tags, such as client name, appointment details, and business details such as name, location, and photo number. 

Step 4: Generate Merge Tag

The selected form will generate a merge tag in the body of the text. When the client receives the email, they will see a link that redirects them to Pabau Connect.

Once logged into their account, clients can view and fill out the medical form as necessary.

Final Result:

By following these steps, you can request and gather essential medical information from clients by sending medical forms directly from the client card. This process enhances communication and ensures that clients can conveniently complete forms through Pabau Connect.

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Option 3: How to Create a Pre-Care Template and Send It to a Client in Pabau 2

In Pabau 2, providing clients with essential information and recommendations before their appointment is made simple with pre-care templates. In the pre-care templates, you can also include any medical forms you want your clients to fill out before their appointment. If you're familiar with creating pre-care templates in Pabau 1, you'll find this process quite similar. Follow these steps to effortlessly create and send pre-care templates to your clients.

Step 1: Create a Pre-Care Template

Start by accessing the Setup section. Go to Marketing & Communication > Communications > Templates.

In the Templates section, create a Template Group to categorize your pre-cares. Click on the "New Group" button on the right, type the group's name (e.g., "Injectables Pre-cares"), and click "Create."

Still in the Templates section, click on "Create Template." Choose the type of template you need, whether it's Email, SMS, or Letter.

In the template creation interface, provide a name for the template, assign it to the Template Group you created, and add a subject.

Write the body of the text for the pre-care template and include a merge tag for the medical form you wish your clients to fill out. To do so, click on the tag icon, then "Forms," and choose the relevant form to add to your email.

This action will generate a merge tag in the email body. When clients receive the email, they can click the link to be redirected to Pabau Connect, where they can view and fill out the medical form.

You can also include other merge tags to personalize the template, such as client name and business name, logo, phone number, and location.

Step 2: Link the Pre-Care Template to a Service

Now that your pre-care template is ready, link it to the service it corresponds to. Unlike in Pabau Classic, where the services are added to the pre-care templates, in Pabau 2, the pre-care templates are added to the Client Pathway of the relevant service. To do so, navigate to the Setup section, select Services, choose the relevant service, and click on the Client Pathway tab. 

In the "Before" section of the Client Pathway, click the Plus sign. Choose the Email icon to select the pre-care template. Decide whether you want to send it as soon as the appointment is booked or a specific number of days before the appointment (using the Automations feature). Click "Save" in the top right corner.

Step 3: Book an Appointment

Finally, proceed to book an appointment as usual. Navigate to the Calendar, choose an available timeslot, and add the client's name and the relevant service.

After clicking "Book Appointment," the client will receive a confirmation email (if enabled under Client Notifications) and the pre-care template related to the booked service.

Final result:

By following these steps, you can efficiently create and send pre-care templates in Pabau 2, enhancing communication and providing clients with the necessary information prior to their appointments.

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How to Send Aftercare to Clients

 

Ensuring your clients are well-informed about post-treatment care is key to their satisfaction and the success of their treatments. Here are the two ways to send aftercare in Pabau:

1. Automatically Send Aftercare Instructions

To send aftercare instructions right after checking out an appointment in the calendar, start by creating educational content or aftercare templates, then link them with the relevant service in the Client Pathway.

To associate aftercare instructions with a service, follow these steps:

1. Log in to your Pabau account and go to "Setup" in the left sidebar menu. Click on "Services" under Services.
   
   
   
2. Find the service you want to add aftercare instructions to and click on it to make changes.
   
   
3. Go to the "Client Pathway" tab. Here, you can pick the messages to be sent to the client before, during, and after the appointment. For aftercare instructions, add the relevant content in the "After" section.
   
   
4. Click the "+" sign, then the mail icon, and choose the educational content for the service. You can use the search bar at the top right of the page to find content or filter the aftercare templates by type.
   
   
   You can also attach an email template by switching to the "Email Templates" tab, where you'll find all the templates you've added to the system. For more information on creating email templates, see this article. 
   
   
5. After selecting the content, you will be prompted to decide if you want to send the aftercare right away or a few days later using the Automations feature.
   
   
6. Save the changes by clicking "Save" in the top right corner.
   
   

 

Now, every time you check out a client or mark their appointment as complete, they'll either receive a link to your client portal to view aftercare instructions if you created them under Education, or an aftercare email if you've set up an email template under Client Pathway.

This makes the process smooth and ensures clients receive the information they need.

2. Create Educational Content and Send It from the Client Card

To facilitate the sharing of educational content directly from the client card, take the following steps:

1. Begin by creating informative educational content that incorporates essential aftercare information. 
2. Once your educational content is ready, open the client's client card by using the search bar at the top of the screen. Look for the blue "+" icon at the bottom right and click on it.
   
   
3. Choose the "Education" option from the menu, and select the specific educational content you wish to send to the client.
   
   
4. Upon completion, the client will receive an email containing a link to your client portal, providing them with access to the educational content.
   
   
   

By incorporating these actions into your workflow, you can provide clients with valuable information directly from the client card, fostering a professional and informed client experience.

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