In Crystal, you have the option to activate a pre-set arrangement of online forms.

These forms are attached to a URL which can be added to your website, social networking or sent via email to your patients.

To activate these forms, open Crystal and click on Admin and then the Website tab.

The blue hyperlinks are the online forms that you can download and edit as you like.

If you generate any of these forms and choose to edit them, you can then upload them back into the system via the gray boxes at the left.
When you upload an edited form, it is live on the web server.

To view the forms you have uploaded to the web server, click on or copy/paste the URL from the following box

NOTE: Any edits you make to the forms you will need to go back to the Website tab and upload the form again in order for the web server to reflect these changes.

*Note: If your forms require advanced customization you will need the services of a proficient web designer (capable in HTML and CSS) or a portion of those services are available through Crystal for a fee.

Once you have the forms live on your website, you will see a screen similar to the following:

The hyperlink ‘Patient Forms’ is what your patients will access to fill out their online forms.

The passcode requirement is generated through Crystal by going to the Patient page >

(for the patient you wish to have access to your online forms) > Files and then click the button titled “Send to Website”.

The following box will appear:

There are several options available here. The white box below ‘Pass Code’ is where you can manually enter a passcode and the expiration box are the options available for the life of the code. To activate the code, click the button titled ‘Update Website’. The three options on the right are self-explanatory options also for pass code generation. Remember, the code does not become active until you click the ‘Update Website’ button.

If you have a new patient (who has never been to your practice before) you can simply have them click on ‘New Patient Page’ without the pass code requirement.

To retrieve patient online form information from your website, you will click the Patient tab and the ‘Import Patient from Web’ tab

The following box will appear:

The forms patients complete on your website will populate in the field below Date. Your viewing options are ‘Only Modified’ or ‘All Available’. You can have your staff periodically check this data throughout the workday.

If patient data shows in the list, double click on the patient’s name.

The ‘Patient View Changes’ box will appear next.

This box represents potential changed data (for an existing patient) or new data (for a new patient).
There are two tabs at the top: Patient and Medical History. These are the fields the patient has available to them to edit from the website.

The column on the left titled ‘Website Values’ is the data the patient inputs from the website. The column titled ‘Updated Values’ is optional and the arrows between the columns will allow you to update the information from the web form to existing data for a patient.

If the info submitted is from an existing patient, click the blue ‘Patient Already Exists’ button at the bottom of the Patient View Changes window. You will need to locate the Patient name in the Patient screen and once you click on the appropriate name, you will see the following window:

Current Values – the existing patient data from the patient file in Crystal.Website Values – the data the patient inputted into the website portal.Updated Values – the data the Crystal user has changed (and will save into the patient file) from the website.Update Patient – saves any changes made to the existing patient’s file.

Delete Patient: Does not delete an existing patient in Crystal, only the completed web form.

The purpose of this tutorial is to demonstrate how to provide access to sensitive medical record information to your patients over the web.

The first step is to export and save the patient’s medical record out of Crystal.

To do this, you will navigate to Records > select patient name.

Select the ‘old records’ button to access a previous medical record.

Next, select EHR > Print to PDF (which is the last option in the list)

In the printer dialogue box, check the option to print to file and click OK.

Next, you will be prompted where to save the document. For the purpose of this tutorial, I have saved the medical record to my desktop.

You also have the option at this point to name the medical record file; if not the default title will be ‘medrec’.

Click save and the item will print to a file on your desktop.

Minimize the programs you are in to verify that the medical record is available on your desktop:

In Crystal, navigate to the patient’s file and select the Files tab.

Select the button titled Online Documents:

The green online files box will appear. Set a username and password and click Add File.
Note: The username and password are not required to be any specific length or type of characters. It is personal preference.

On this screen, select the Find option.

In the file selection window navigate to the location of the file (Desktop > medrec) and click Open.

At this point the file is ready to be uploaded.

Provide a description and click Upload File.
The uploaded file will show in the file list:

Next, navigate in Crystal to Admin > Website and notice the hyperlink in the box:

This is the online location of the patient’s medical record. Click on this link and you will be taken to the following logon screen:

You will be required to enter the username and password you assigned prior to uploading the record (I used test123 and test123). You will also need to provide this information to your patient.
Click Enter once these fields have been filled and you (or your patient) will be directed to the username/password page where there medical record information can be downloaded and viewed.