Patient Contacts

Easily view and use patient contact details within any patient list to streamline your practice workflow

The new Patient Contacts feature allows Viewers of Cubiko to access patient email addresses and phone numbers directly within any patient list in Cubiko. This optional feature streamlines workflows by providing easy access to essential contact details from within Cubiko, helping practices stay organised and efficient.

This metric is available to our Best Practice and Zedmed software integration customers.

The key areas covered in this article are:

How to Setup and Use the Feature
How to Use Each Feature
FAQs

Overview of Patient Contacts

Here’s a quick summary of what’s included in the new Patient Contacts feature:

Instant Access to Contact Details: View patient email addresses and phone numbers directly within any patient list in Cubiko.
VoIP Integration: Click on a patient's phone number to automatically open your VoIP system and place the call.
Customisable Permissions: Control who can access patient contact details by assigning the "Patient Contacts" permission to specific Viewers.
Seamless Workflow Integration: Streamline practice workflows by integrating patient contact information directly into your existing Cubiko tables.
Temporary Data Availability: Contact details are available for up to 3 hours after download or until the page is refreshed.
Flexible Feature Control: Enable or disable the feature at any time, giving you full control over when and how it's used.

How to Setup and Use the Feature

Setup Patient Contacts Feature

The Patient Contacts feature is turned off by default to ensure privacy and security. To set up this feature, you will need access to the Cubiko Settings area. Once you're in the settings, you can enable the feature.

Please note: Only the account holder or Viewers with access to Cubiko Settings can assign these permissions. The team at Cubiko are not able to apply these or any other Viewer permissions.

Instructions:

If you have full access to Cubiko Settings, go to Settings > Patient Contacts and click Enable Patient Contacts.
If you do not have access to settings, please reach out to your Cubiko administrator who has full settings access to enable this feature, or can provide you with access to enable this feature only by assigning you 'Patient contacts settings' permission.

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Important! You must be authorised to turn this feature on, and must agree to the use and provision of this feature in your Practice by agreeing to our disclaimer, which reads:

"By enabling the "Patient Contacts" feature and adding permissions for viewers you acknowledge the following:

Patient information, including phone numbers and email addresses, will be accessible and downloadable within Cubiko.
As the Cubiko account holder, you confirm that you have the appropriate authority on behalf of your Practice to activate this feature, making it available in your Cubiko account and accessible to all approved Viewers.
Once this feature is enabled, any user with access to Cubiko Settings can grant permissions for Viewers to access patient contact information, including phone numbers and email addresses.
To disable this feature, you must return to this page and manually turn it off.
If you want to provide other viewers with access to this feature, go to the Viewers tab and assign the "Patient Contacts" permission to the designated Viewer accounts."

To set up the feature, click 'Enable patient contacts details'.

Set Up Access for Your Team to View Patient Contacts

Each Viewer will need to be granted the 'Patient Contacts' permission to access and use the feature for the first time. Even if the feature is enabled, without this permission, the Viewer will not be able to download or view patient contact details.

Instructions:
To add this permission:

Go to Settings > Viewers.
Select the Viewer you want to update.
From the drop-down menu, select "Patient Contacts".
Here you will also find "Patient contact settings" if you wish to grant access to settings too.

Please Note:
This permission allows the Viewer to download and view patient contact details within the tables they have access to in the dashboard. However, it does not grant them access to enable or disable the Patient Contacts feature. Only viewers with Settings access can manage this.

Removing Access for Specific Viewers

You can also remove the Patient Contacts feature from any Viewer at any time. To do this, simply remove the 'Patient Contacts' permission from their account if they no longer need access to patient contact information.

This gives you full control over which Viewers can and cannot access patient contact details.

You can manage this permission within the Cubiko Settings area. Once the permission is removed, the Viewer will no longer be able to use the feature.

Please note:

All Viewers who can access patient lists will be able to see the option to download patient contacts within the kebab menu of the list. Only if the feature is turned on, and if the Viewer has been granted permission, will this feature work. An error message will be displayed if they do not have permission or if the feature is not enabled asking them to contact their Cubiko account administrator.

Download and View the Patient Contact details

Once the feature is enabled, you can easily access patient contact details by clicking on Download patient contacts in any patient list within Cubiko. The contact information will be loaded into the table for any patient who has an internal ID (the PMS reference for that patient). This data will appear on any table containing that reference.

Please note! The columns will appear at the end of your table. You can drag and drop these columns to your desired format on the table see more on how to do this here.

FAQs

Q: How long can I see the details for?

A: Once you download or load the patient contact details onto a table, they will remain available for up to 3 hours or until the page is refreshed. After that, you will need to reload the contact information.

Q: Can I turn this feature off?

A: Yes, the Patient Contacts feature can be enabled and disabled at any time, as long as you have the necessary permissions to access Cubiko Settings.

Q: Can I turn this feature off for some Viewers?

You do not need to give permission to any Viewer you do not wish to view this information. The "Patient Contacts" permission can also be removed from a specific Viewer account if required.

Q: I can see the option to download the details, but I keep getting an error?

Only Viewers with access will be able to download the contact details on the patient lists. The feature also needs to be turned on. An error message appears to advise you to contact your account administrator, that is, the person who manages your Cubiko account with permission to set up this feature, who has settings access. We have this visible, so that customers are easily able to discover that it is available!