Frequently Asked Questions

All

Q: How do I start a collection in FormFox?
A: There are several ways to start a collection in FormFox, but the key to an eCCF collection in FormFox is the laboratory account number. The laboratory account number is used by FormFox to retrieve the associated employer, MRO and test profile data for the account. If the collector knows the lab account or if there is a paper CCF available, which has the lab account, the collector can begin the process by entering the lab account. Some FormFox sites keep a list of the most common accounts for which they collect samples and send to the lab. The Account Book in FormFox also allows sites to setup accounts, and collectors can also begin a collection by choosing the account from the Account Book. The most common method now used within FormFox to start a collection is a donor walking into a collection site with an Authorization Form for a service that has been pre-ordered.

Q: How do I start a FormFox collection using the ‘authorization barcode’ option?
A: The authorization barcode is generated when a test event is “pre-registered” in FormFox, meaning an order was placed. If the donor arrives at the collection site with an authorization form, the collector can enter the authorization number from the form, or scan the associated bar code, under the “Authorization Barcode” option. This action will retrieve the ordered test event with FormFox and allow the collector to complete the event.The donor will come in with a pre-authorized barcode that the collector will enter rather than starting with the manual chain. The collector retrieves the pre-order, verifies the information is correct and performs the collection.

Q: If I have a paper CCF, can I convert that into an eCCF?
A: Yes, the paper CCF holds the laboratory account number, so the collector can either scan the barcode or enter the lab account number into FormFox to start the collection process.

Q: If the donor does not bring an Authorization Form or paper CCF with them, how should I proceed?
A: Since the key to starting a lab based collection in FormFox is the laboratory account number, check to see if there is a list of customer lab accounts at your clinic/collection site, or check to see if your site has set up customers in the FormFox Account Book. You could also call the customer to obtain the laboratory account number or find out if the test event may have been pre-ordered. Without the laboratory account number, FormFox will not be able to produce a proper eCCF.

Q: Collector selects “Print CCF” and nothing happens.
A: Ensure that Adobe Reader has been installed on any computer that is using Formfox. Get the latest version of acrobat by visiting: https://get.adobe.com/reader/

Additionally there may be a browser or other pop-up blocking software running.
We recommend using Internet Explorer as the browser for Formfox . Here is how to adjust your pop-up blocker settings in Internet Explorer:

1. Click on the tools menu or the gear icon on the top right of the browser window.
   
2. Go to Internet Options.
3. From the Internet Options menu, clock on the privacy tab.
4. Look for the section called pop-up blocker
5. Make sure there is no check mark in the box for ‘turn on pop-up blocker’

There could also be multiple toolbars running with pop up blockers. Check with your local IT Department for assistance with applications that might be installed on the computer and be affecting your ability to use Formfox.

For additional information or assistance with the Formfox product, feel free to contact Formfox customer support at (877) 376-3691.

Q: Collector attempts to print CCF and their printer stops working.
A: There are some simple things that can be tried prior to using a manual chain. Some of these include power cycling the printer (turn off for 10 seconds and turn on) and checking that the printer is connected to the network. If the basic checking of the printer does not resolve the ability to print and there is no way to print the chain, then regardless of the reason the collector will have to manually fill out a CCF using a paper form on hand that were sent by the lab.

Q: How does the MRO or Employer get a copy of the CCF?
A: Users can print a copy of the CCF at any time in FormFox, and provide a copy to the donor, employer or MRO. FormFox will auto-distribute the MRO copy via fax, as long as the MRO fax number is present.

Q: I made an error after Step 1 in FormFox and I don’t think I can complete the test.
A: The collector can logout and log back in and should be alerted that a test is in process. FormFox will ask if they want to continue with the test or delete the test. Choose delete.

Q: What Equipment is required to operate FormFox?
A: In general, the usage of FormFox requires a computer, printer, signature pad, and internet. FormFox also supports the use of an iPad, which offers the benefit of built in signature capture and barcode scanning features. For a list of recommended equipment and links to purchase items online please visit the Equipment Section of our website.

Q: What happens if my equipment stops working suddenly?
A: Most equipment has some sort of manufacturer warranty or sales warranty. Consult with the Manufacturer and the party that sold the device. They normally would be the best route to discuss faulty equipment.
In some cases the purchase of new equipment might be required, as long as the replacement equipment is compatible with Formfox, purchasing can be done by any vendor/sales partner that is preferred.

Q: Who installs my new equipment?
A: Installation of equipment is up to individual sites. Normally this is done by the site IT Department or onsite technical agent.

Q: Can I buy equipment directly from Formfox?
A: Formfox provides information on the type of equipment to obtain and some suggested links of where to obtain equipment. We do not “provide” the equipment. The site will purchase their own equipment from a qualified vendor. Equipment information and purchase locations can be found on the Equipment section of the Formfox website.

Q: How much does it cost to use FormFox?
A: FormFox Basic is provided to you free of charge for all services except DOT Physicals. DOT physical exam subscriptions are based on volume. A representative will be in contact during the implementation period if the clinic has interest in utilizing the DOT exam workflow.
Refer to the contact us page for contact information.

Q: Are there requirements for my username and password?
A: Yes. Due to security requirements a username must be at least eight characters, and can be a combination of letters and/or numbers, but does not require a combination of the two. The password must also be at least eight characters, and include both alpha and numeric values must have at least one numeric value.

Q: How often does FormFox prompt you to change your password?
A: Every 90 days.

Q: If a collector is terminated, how does the administrator ensure that the collector can no longer access FormFox?
A: Users that no longer work at a FormFox clinic or collection site should be set to inactive. The site administrator can make this change by choosing the System tab, and then selecting User Setup.

Q: How do I login to FormFox?
A: New users must be assigned a login name and a temporary password. It is also highly recommended that you allow pop-ups for the FormFox site in your browser. After submitting your username and password in the FormFox.com login section, you will be prompted to create a new password. Your site administrator has access the user setup, and can reset your password, if necessary.

Q: What do I do if I am locked out of my account?
A: Users will have their passwords locked after five unsuccessful login attempts. If this has occurred, or if the user has simply forgotten their password, the site administrator or FormFox support can reset it. Site administrators can select the System tab, and then User Setup, to access the password reset functionality for a particular user.