Webinar 1: Optimizing Intakes Webinar

Luminello University

Learn how to streamline intakes, from pre-screening to intake note and in between.

Transcript of the webinar

Melissa: All right, it’s 3 o’clock. Hello everyone, welcome to the Optimizing Intakes Webinar. Thank you so much for joining today. My name is Melissa Soto. I will be today’s facilitator. There is a Q&A chat section in this meeting where you can type in any questions that come up throughout the session. Cynthia has joined us today as a panelist. So, she will be able to address any questions or concerns throughout the meeting. At the end we will also be addressing some questions. So, let’s get started. Our main goal for this webinar is to help you take advantage Luminello’s functionality to help you save time in the intake process on a daily basis, and to help you take advantage of Luminello’s tools to improve how your practice manages intakes. Here we have an overview of what we will be reviewing throughout this webinar. 

Setting up your Public Profile: 

We’re going to take you through the life cycle of an intake, from before the patient is a patient, to you accepting them into your practice and going through the necessary pre-evaluation steps to optimizing the evaluation and intake documentation process. So, let’s get started with setting up your “Public Profile.” In your public profile, you will be able to setup the information that prospective patients would see. For example, your name, contact information, location, business hours, among others. 

To setup your public profile in Luminello, you can go to your referrals tab. This is located in your left Luminello navigation menu. After you click on referrals, go to public profile. In here you can set the information that you would like your prospective patients to see. Click on the section to display the text fields and fill out the fields with the information that you would like to show. You can hide any information from our public profile by simply un-checking the box next to that field. The boxes that you see are grayed out this means that this information cannot be removed from your public profile. All right, so when you’re done adding your information just click on “save profile” to save your public profile changes. 

If you accept insurance, and would like your prospective patients to see the carriers you accept in your public profile. You can click on the insurance accepted “drop down.” Here, you can start typing in the names of the insurance carriers that you accept and then click on add and that’s it. 

Setting up your Pre-Screen Form:

Now, let’s talk about setting up your “Pre-Screen Form.” The pre-screen form will allow you to get the vital clinic scheduling and billing info you need to help decide whether to accept or decline a patient’s consultation request without enquiring what otherwise would be a very long screening phone call. To start setting up your pre-screen form, you can go to your pre-screen section. This is also located in your referrals tab. 

Here, you can setup the questions that you would like your prospective clients to answer when sending you a referral or consultation request. To add new questions, you can click on the plus sign below each section. And to hide any question from your form just un-check the box next to that question. The same thing applies as it applies for the public profile, if you see that a box is grayed out, it means that this particular question is mandatory for the pre-screen form. 

All right, so once you’re done just click on “save form question” to save your pre-screen form. If you accept insurance, you will see a list displayed with the insurance carriers that you work with. Keep in mind that this must be setup previously in your public profile in order to appear in your pre-screen form. If you don’t accept insurance, and have this setup in your public profile, a disclosure will be automatically added to your pre-screen form explaining to prospective patients that you don’t accept insurance and that they will be responsible for the payment in full for the services provided. 

Pre-Screen Form Settings: 

Pre-Screen Form Settings on the pre-screen form settings, you can hide your form from the public when you’re not accepting referral requests. Here you can also add your assistants to the recipient list so that they also get notified when a referral request is received. This helps you filter your requests. 

So, under your pre-screen tab click on settings, here you have a show/hide toggle. To hide or show your pre-screen form depending if you’re accepting patients at the time or not, and right below you would type in the name of the assistants you would like to be notified when a new referral request is received, and that’s it, that’s pretty much your pre-screen form settings. 

Adding the Luminellow Button to our Website: 

Now, let’s go over Adding the Luminello Button to your Website. This is essential to your prospective patients to know where to go to request a consultation with you. Your pre-screen form URL is located in the pre-screen tab. You would copy this URL into the Luminello button that you will be adding to your website. If you don’t know how to do this you can have your website consultant do it for you. 

So, we have added a Luminello button to a sample site to basically show you what it would look like. Of course, this can be setup that best fits your website style. And at the end of the session we will be sending you the article where you can find the different Luminello buttons that we offer. Now, once a prospective patient clicks on this Luminello button that you would be adding into your website the patient will be taken to your pre-screen form to request a consultation. Your prospective patients will need to read the disclaimer and click on that check box to access the pre-screen form questions. 

Intake Process Overview: 

All right, now let’s talk about the Intake Process Overview. Here we will review how a patient would make a consultation request and how you would receive and approve a request among a few other important features for the intake process. The pre-screen form is what prospective patients would need to fill out when requesting a consultation with you. 

How would a Prospective Patient Submit a Consultation Request?

So, let’s go ahead and take a look at, how would a prospective patient submit a consultation request? So, to submit a pre-screen form or consultation request prospective patients would need to check the “disclaimer box” to begin. After checking the box, the pre-screen form questions will populate for the prospective patients to fill out and when they’re done filling out the pre-screen form questions they need to click on “next” to proceed to the next page. On the next page, the prospective patients will be prompted to add their email address and create a username and password for Luminello. So, should their request be accepted by the clinician they will be able to access their Luminello account with this username and password that they’re creating right now. Once the patient is done adding their username and password they will need to read and check a disclaimer box and then click on “register” to complete their registration. 

Receiving and Approving Patient Referral Requests:

Receiving and Approving Patient Referral Requests. A patient cannot receive services from you unless their referral or consultation request is accepted. So, here we will be reviewing how to receive and accept referrals in Luminello. When a prospective patient submits a referral request Luminello will notify you via the “messages” feature. So, to review your messages in Luminello you can click on the “messages tab” and then click on the message that you would like to view. And this is what a referral request message notification would look like. The subject says, new prospective patient client and the message includes a hyperlink where you can review the request in detail. 

So, by clicking the hyperlink you would be directed to the referral request for that patient. And you can also scroll down and you will find the request right there. So, clicking on the message, clicking on the hyperlink included in the message it directs us to the “request tab” which is located in your referrals tab. So, in the request tab you can review all the patients’ consultation requests. To approve a request you would need to scroll down and at the bottom of each request you should find an orange “I want to” button. So you can click on that button then choose “update status” and then choose approve. 

If you have accepted this request the referral status will update to “approved” and a chart will be created in your roster for this particular patient. The patient can then log into their Luminello account with their username and password and go into their “demographic info tab” to start filling out their demographic information. Now, if you would like to decline a request instead, you can follow the same steps but choose decline instead, in this particular case.

Now, if you decline a request the referral status will change to “declined” no chart will be created for this patient. And they will receive an email notification to log into their account. Now what happens after the patient logs into their account? They will see a message, a notice letting them know their request was not accept. 

How can Patients Sign Practice Policy Documents?

How can Patients Sign Practice Policy Documents? Luminello has two systems for policy documents. You can send documents individually to one or more patients by choosing from one of the preloaded samples or creating a new one from scratch using our “form builder.” Now, our developers can create documents for you as well. So, you can hire us to create these documents too. Another option you have is uploading a PDF file to your practice that all patients will be able to access and e-sign individually. Now, once a policy or PDF document is available to sign, patients can sign it by signing into their Luminello accounts. Let’s go ahead and take a look. 

So, to “sign a document” this is a patient account. Once they login the patient will need to go to their “documents tab.” Here they will see all the documents available to sign. They can just click on the document they would like to review and sign and after reviewing the policy the patient will be able to add their signature at the bottom. For PDF documents, the patient would sign them by checking the box that says, “I have read and agreed to the terms in this document.” This is located to the right-hand side of the PDF document. Once they click on that box they will get a confirmation message, and that’s it. Once they click on sign they would send the policy back to you. 

How can Patients add their Credit Card Information? 

Patients would be able to add their payment details to their Luminello account to be able to pay their bills. Of course, this would be possible only if you enable the patient the permission to do this from your end. So, assuming that the patient has the permission set to add their payment details, they would go to their “billing tab” to do this. Then, click on the orange “add a credit card” button located at the bottom of the billing screen. Then the patient would be prompted to add their credit card details. The credit card number, expiration date, and a description if applicable, and when done they can just click on “add card” and that’s it. 

How Would Patients Book Appointments Online?

Let’s go ahead and review now, how would patients’ book appointments online? Patients can book an appointment if you have enabled the online booking feature, either individually or practice wide, practice wide for all no chart. And this can be enabled or disabled for individual patients in the “demographic section” within each chart. And it can be set as a default for all no charts in the “settings” section for charts. So, assuming that a patient has the permission enabled to book an appointment online, they can go to their “schedule tab” to do this. They can then click on the “book new appointment” button located to the right-hand side. And the patient would be prompted to select the provider, location, type, and duration for their appointment. Then click on “show available times” to see the times displayed. 

So, the times you have setup for online booking in your calendar will display for the patient to choose their most convenient date and time. Once the patient has clicked on their desired date and time, a window will pop up showing the appointment details. They would click on “confirm and book” to schedule the appointment, and that’s it. The patient will get a confirmation message the appointment was booked. And they can simply go to their schedule tab to find appointment. 

Sending a Questionnaire to a Patient:

All right, our next subject to cover is sending a questionnaire to a patient in Luminello. Luminello comes with pre-built questionnaires but you can build your own using our form builder or you can hire us to build you one. Let’s take a look at the steps to send a questionnaire to a patient. So, first, you need to go to a patient’s chart. For that you can go to your “charts tab” and type in the name of the patient you would like to go to. And once inside that patient’s chart entrée, you can click on the orange “I want to” button located at the bottom right-hand side. Then click on send form. The list of documents that you see displayed here are the pre-built Luminello forms. And any form you create yourself using our form builder, or any form you hire us to build as well will display here. So, from here you just have to select the questionnaire that you would like to send and then click on “send to portal.” You don’t have to type in the patient’s name because you’re already inside their chart so their name pops up automatically. 

A conformation message will indicating that the form has been sent successfully. You will also find an entry on the chart that shows that a questionnaire was just sent to this patient. The advantage of questionnaires is that a draft intake note can be created from them. 

How Would a Patient Fill out a Questionnaire? 

So, once you have sent a questionnaire to a patient, how would a patient fill out this questionnaire? Let’s take a look. So, the patients would need to go to their “documents tab” to fill out a questionnaire. Then they would click on a questionnaire they would like to fill out and it will display right there for them to complete. After they are done, at the bottom there is a “complete” box, just click on that box to send the questionnaire back to you. 

Creating an Intake note from a Questionnaire: 

So, once you receive a filled out questionnaire from an intake and you would like to create an intake note from that questionnaire. What we need to do on Luminello, basically, you would go to the “chart” entry and scroll down to locate the intake questionnaire that was just filled out by the patient. Next, click on the “drop down” next to that questionnaire and select “create intake note.”  The filled out questionnaire will then paste into an intake note. Then, once your intake note is signed and you’re seeing the patient back for their first follow-up, you can clone the objective assessment and planned sections from the intake note into a soap note. 

So, once your intake note is written, you can create a soap or follow-up note from that intake note. It’s the same process to do this. Just click on the drop down next to the intake note you would like to create a follow-up note for and select “create follow-up note” and that’s pretty much it. A follow-up note will then be created from that intake note. 


All right, we have arrived at the questions section. Does anyone have any questions or concerns regarding what was covered throughout this webinar? If you don’t have any questions right now, no worries. We will be sending you this recording to your email and you can review again if you want. And if any questions come up after that, feel free to send us an email. Our email is: [email protected]. Again, that email is, [email protected]

All right, so let me take a look at the Q&A chat section and see if you guys have any questions. All right, I see that there are no questions. Okay, well, no worries at all. If you have any questions in the future feel free to email us. We will be more than glad to help you. so, that being said, I want to thank everyone so much for joining. It was a pleasure being today’s facilitator. I exhort you guys to watch the recording again and feel free to send us an email if you have any questions. Thank you so much for your time and enjoy the rest of your day.



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