Creating and Sending Outreach

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Pre-Visit Outreach allows a practice to collect patient information prior to their office appointment. Not only does this help the practice better prepare for each individual patient’s visit, but it also frees time in office that would normally be spent on paperwork and allows that time to be spent rather on direct interaction between the patient and the provider. The outreach exists as an electronic version of intake questionnaires that are unique to that specific patient’s reason for visiting the office. Once complete, Prevounce portal users can then import the information collected in the outreach directly into the preventative visit to be performed. The information gathered during the pre-visit outreach can also be used to preemptively determine service eligibility.

Accessing Pre-Visit Outreach:

Click on the Pre-Visit Outreach icon on the navigation menu on the left hand side of the screen. This link will open a page that shows the most recent Pre-Visit Outreach activity including: Patient Name and Date of Birth, the type of outreach that was sent, the status of the outreach request (created, sent, cancelled, viewed by patient, completed, already imported, expired).


To send a new Pre-Visit Outreach:

To send a new Pre-Visit Outreach to a patient on the Prevounce platform, navigate to the Pre-Visit Outreach page as described above. From this point click the blue “Send New Pre-Visit Outreach” link in the upper right hand corner of the screen. This will trigger a new window that will allow the user to search for the patient or patients that they would like to send the outreach to. The search bar on the upper left side of this new window can be used to search the patient database. Once the appropriate patient is located, click on the patient’s name to select and highlight them and click “Next” in the bottom right to continue.


The next screen will prompt the user to choose which outreach type(s) will be sent to the selected patient. At the top of the window users will see the patient’s name and date of birth, if a user selected more than one patient they will be shown in succession. Directly beneath the patient information is a section labeled “Services” in which the user is able to select the service(s) that Pre-Visit Outreach is available for within the practice.OutreachServicesTextBox

From this screen the user is also able to identify the method by which to send the Pre-Visit Outreach: email, text, or both. If a patient has an email address or a mobile phone number on file, these fields will populate automatically, if a patient does not have this information on file or would like to use an email or phone number that isn’t listed, the text boxes can be edited manually by clicking inside of the box and typing in the appropriate information. Beneath each sending method is an option to create a custom message. If this box is checked, a text box will be generated displaying the default message of the practice; however, the free text nature of the box will allow a user to customize the message for each individual patient. It should be noted as well that account administrators are able to edit these default messages by accessing the outreach settings from the main Pre-Visit Outreach page (demarcated with a gear icon). Users will also have the option to send an automated reminder to the patient if the outreach isn’t completed within 24 hours, 48 hours, 72 hours, or a custom defined date/time. The last option on the bottom of this screen is to “Ignore Patient Security Birthdate Check.” While it is an option, this selection is not advisable unless the patient’s identity can be otherwise verified. When all of the appropriate information has been selected and verified, click the “Send” button to send the outreach to the patient. Once the outreach is sent, the user will be directed back to the Pre-Visit Outreach landing page showing the recently created/sent outreach. If a user wants a patient to complete the outreach in office, a Pre-Visit Outreach can be created but not sent out to the patient by not selecting either email or text as a means of communication. The outreach workflow will then be stored and can be accessed by office staff when needed.