Forms Training

Thanks so much for signing up for Rooster Grin Forms. Because these forms are HIPAA compliant, the email submissions you receive will not have patient information in either the subject or the body of the message and you will be asked to sign into the secure server to access the submission. We have listed the steps to open, view and save your submissions here and recommend you review them briefly before completing a test submission to walk through the steps one by one. Feel free to reference back to this guide at any time. 

1. Submission emails come in to the designated email address for each form. Here at Rooster Grin, we use a Google-based email server so our inbox looks like this:

The sender will be your practice name, the subject will be the name of your form and the body will start with "Secure Email Message Notice..". If you are not receiving submissions, the first place to check for troubleshooting is your spam folder. Submissions come from [e-mail] and if your inbox is kicking them to spam, please make the appropriate adjustments so you don't miss future submissions. 

2. Clicking into the email will bring you to a screen that explains you have received a secure message. Click on the bolded link to get to the server's login screen:

3. Upon first login, you will be asked to create a password. We recommend making the password non-generic and saving it somewhere that you can retrieve it or share it with other staff as needed. After successfully logging into the server, you will see a screen similar to this with the link to your submitted form as well as all the images of the signatures on it. While you can download each of these individually, you will likely want the form in its entirety to be saved as a PDF. To do so, click on the form's link which will download the .html file:

4. Open  and save the downloaded file. This may happen automatically or, you may need to find it in the downloads folder of your computer. Because the submission comes in as a .html file type, the last thing to do is save it as a PDF. With the .html submission file open in your browser, go to FILE > PRINT. In the print pop-up window, instead of selecting a printer, choose SAVE AS PDF. Tell the computer where to save your new file and hit SAVE. The type of computer you are on and the browser you choose may have different printing pop-up windows so you may need to dig around to find the "Save As PDF" option but here is what it may look like on Google Chrome:

 

Or Safari/Firefox:

You are set and ready to use your HIPAA Compliant forms! If you have any additional questions, please reach out to us at [e-mail] or call 415-528-2520 so we can get them answered.