Integrated Off-Platform New Patient Forms for Gentu

Off-platform New Patient Forms submitted via QR code or URL can now automatically integrate into your Gentu PMS.

That means no more manually downloading and re-entering patient data for walk-in or non-Healthengine bookings. If we find a Gentu patient record that exactly matches the patient’s first name, last name, and date of birth, the submitted form will sync directly to that record.

Who can use this feature?

This functionality is available to all Gentu customers who already have New Patient Forms (NPFs) enabled.

If you don’t see the Forms tab in the menu of your Practice Admin portal, please contact Healthengine Support to enable this feature.

How do I enable integration for my Off-Platform New Patient Forms?

You can get set up in just a couple of clicks. Here’s how:

1. Log in to Practice Admin

2. Go to Forms > New Patient > Preferences

3. Toggle ON for Non-Healthengine bookings
   ▸ This allows you to send a New Patient Form to patients booking outside of Healthengine.

4. Toggle ON for Walk-in submissions (via QR code / URL)
   ▸ This lets Gentu automatically update patient records when a form is submitted using the URL or QR code.

Once both options are enabled, we’ll try to match each submission to an existing Gentu patient file using exact name and date of birth — and if successful, sync across the relevant fields for you.

Gentu's Patient Matching Logic

To keep patient records accurate and secure, Gentu requires an exact match on the following fields:

• First name

• Last name

• Date of birth

This matching is not case sensitive.

If no exact match is found, the form won’t integrate and will need to be downloaded manually.

Which patient fields are updated into Gentu?

If a form matches an existing Gentu patient record, the following fields will sync automatically from the New Patient Form:

Supported Fields (will sync):

• First name, last name, middle name

• Title, gender

• Contact numbers: mobile, home, work

• Email address

• Residential and postal addresses

• Medicare, pension, health care, and DVA card details

• Occupation

• Aboriginal and Torres Strait Islander status

• Emergency contact: name, relationship, mobile

• Next of kin: name, relationship, mobile

Unsupported Fields (not currently supported for syncing):

• Preferred name, gender identity, pronouns

• Marital status, cultural background

• Country of birth, first language, interpreter required

• Emergency contact home/work numbers

• Next of kin home/work numbers

• Allergies

• Consent preferences

The unsupported fields will still be collected in the New Patient Form for your reference — they just won’t be written back into the Gentu record.

What happens if my new patient form fails to sync?

If a submitted Off-Platform New Patient Form doesn’t meet the match criteria (first name, last name, and date of birth), it won’t sync automatically.

If this happens, the form will still be accessible for manual download from Practice Admin:

• Go to Forms > New Patient > Off-platform Forms

• The form will remain available for 14 days from the date of submission

• After 14 days, it is automatically deleted

We recommend downloading any unsynced forms promptly to avoid data loss.

If you’d like to be notified when a form fails to sync, you can enable real-time alerts in Practice Admin:

1. Log in and go to Account > Notifications

2. Open the ‘Real-time’ tab and enable the alert: “New Patient Form failed to sync to your PMS”

This will notify you, via the Inbox section of your Practice Admin portal, whenever a submitted form fails to integrate — whether from a Healthengine booking or an off-platform submission.

See our article on About the "Inbox" Page to walk through how to set up and access this alert.

Additional notes

• If a match is found, the form will update the existing Gentu patient record using the fields listed above.

• If no match is found, the form will need to be downloaded from Practice Admin and entered manually into Gentu.

• To ensure match success, we recommend you encourage patients to enter their name and date of birth exactly as they appear in your Gentu records.