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MediRecords Integration

Snapforms allows clinics and allied health practitioners to create secure digital forms for patient registration, intake, referrals, signed consent, assessments and more.

With the MediRecords practice management integration, Snapforms can automatically add and update patient files using the information provided in your patients’ form responses.

How does the MediRecords integration work?

  • When a patient submits a completed form, it’s automatically synced to their file in your MediRecords account.
  • Got a new patient? No problem! Once they submit an intake, registration, or referral form, a new patient file is automatically created in your MediRecords account with all their details filled in.
  • Existing patient files can also be automatically updated via forms that are connected to MediRecords.
  • For both new and existing patient files, you’ll find a PDF copy of the form and any uploaded documents in their Clinical Correspondence records.

 

How to set up the MediRecords integration

Before you start

This guide assumes you’ve already created your online form using the drag-and-drop form builder. Please ensure your form has all the fields required for adding and updating patient files in MediRecords.

 

Obtain a MediRecords API key

Please contact MediRecords to request an API key for Snapforms’ integration settings. Once you’ve received the key, log into Snapforms and go to the integration settings on your form.

    1. Open your form in edit mode and select the Form Settings tab.
    2. Select Integrations > MediRecords. (Note: If you cannot see the Medirecords integration please contact the Snapforms support team to have this enabled).

Configure the form integration settings

    1. Copy/paste the API key.
    2. Enable the integration features you require.
    3. In the Field Mapping section, select the form fields that correspond with each of the MediRecords fields (First Name, Last Name, Title Code, Date of Birth, Gender).
    4. If you want to map more fields, click Add Another Field, then select the form field from the list and map to the corresponding MediRecords field.
    5. Once complete, scroll to the top and click Save.

MediRecords integration features explained

Integration featureTick this if you want to…
Create a new MediRecords patient from form response if one doesn’t already existCreate new patient files in MediRecords using the mapped fields from the form responses.

Note: If you have multiple practices set up in MediRecords, all new patient files will default to the first practice in your MediRecords account.

If a patient exists in MediRecords update their details with the answers from this formUpdate existing patient files in MediRecords using the mapped fields from the form responses.
Attach a PDF document to the MediRecords patient fileAttach a PDF document that looks exactly like your online form (including the responses populated within the fields) to the patient file in MediRecords.

If you prefer to design your own PDF template or use a pre-made fillable PDF, click Add/edit PDF templates for this form (blue link) and follow the instructions in the PDF templates guide.

Send all uploaded files from form response to MediRecords patient fileSend uploaded files from form responses and automatically attach them to patient correspondence in MediRecords.

 

Creating new patient records for multiple practices

If you’ve enabled the ‘Create a new MediRecords patient from form response if one doesn’t already exist’ feature, all new patient files will default to the first practice in your MediRecords account.

In cases where you need to control which practice a patient should be assigned to, you can either:

  1. Allow form users to select a practice by listing your practices in a Dropdown List field on your form. This field must be mapped to the ‘Practice ID’ field in the field mapping settings, or
  2. Add a Hidden Reference field to the form and set the relevant practice name as the default value for all form users. This field must be mapped to the ‘Practice ID’ field in the field mapping settings.

Select the relevant ‘Recipient’ for Medirecords correspondence

If you are saving PDF copies or file uploads to Medirecords they will be saved in the correspondence section in the patient record.

To control which ‘Recipient’ a the patient correspondence should be assigned to, you can either:

  1. Allow form users to select a Recipient by listing your Recipients in a Dropdown List field on your form. This field must be mapped to the ‘Recipient’ field in the field mapping settings, or
  2. Add a Hidden Reference field to the form and set the relevant Recipient name as the default value for all form users. This field must be mapped to the ‘Recipient’ field in the field mapping settings.

 

Troubleshooting

If the integration fails to create or update a patient file in MediRecords, you can check the integration result and logs in the form’s responses.

  1. In the Forms List, on the form click Actions > View Responses.
  2. For more details, click View/Download.
  3. Scroll to the bottom of the response details to the integration logs.

 

If you’re unable to resolve any issues, please feel free to get in touch with us for assistance.

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