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Smart Stickers are clinical protocols designed to identify essential patient care and priority details quickly. These indicators provide a clear, at-a-glance overview, ensuring critical information is immediately visible to support effective, safe patient management.
Smart Stickers support bespoke treatment plan reminders and progress tracking, and deliver personalised plans and communications directly to the patient such as patient education communication.
These stickers can be configured to trigger an automated alert based on specific ICD-10 codes recorded, or manually assigned to a patient's record.
Smart sticker protocols can be linked to automated SMSs, emails or workflow events.
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- Where to learn more about Smart Sticker Protocols within GoodX:
- What is the “Smart Stickers” feature?
- What is a “Smart Stickers” feature status
- Are there “Smart Stickers” feature reports?
- How are the “Smart Stickers” feature set up?
- What are the core ideas which should be known before deciding on the “Smart Sticker” protocols?
Change Log Date of Change Changes Editor 2026 05 14 Established Page Chendene Barnard 2026 09 22 Spell-check Chendene Barnard
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What is the “Smart Stickers” feature?
Smart Stickers are clinical protocols designed to identify essential patient care and priority details quickly. These indicators provide a clear, at-a-glance overview, ensuring critical information is immediately visible to support effective, safe patient management.
Smart Stickers enable practitioners to establish formal medical guidelines that outline specific clinical processes. These protocols guide the investigation of specific findings or dictate the appropriate methodology based on a specific patient scenario or diagnosis. By implementing these guidelines, the practice ensures a standardised approach to care that is triggered by the patient's unique clinical presentation.
Smart Stickers support bespoke treatment plan reminders and progress tracking, and deliver personalised plans and communications directly to the patient. These stickers can be configured to trigger an automated alert based on specific ICD-10 codes recorded, or manually assigned to a patient's record. To apply a sticker manually, navigate to the clinical screen and select the "Sticker" button located within the debtor clinical interface.
The dropdown menu provides access to all previously configured protocols and their associated statuses. Once you identify the relevant options, select the "+" icon to assign the protocol to the current patient's record. It is essential to select "Save" to ensure the protocols are successfully applied, as selecting "Close" will exit the screen without retaining any of your selections.
Similarly, you can finalise any sticker protocol to conclude the process and end any associated communications or tasks linked to it. When you initiate this action, the system will prompt you to confirm the finalisation; if you do not confirm, the protocol will remain active, and the action will not be completed.
Should the protocol be required again in the future, it can be re-enabled by selecting the "re-open" option. You will receive a system prompt requesting confirmation to re-open the protocol; the action will only proceed once confirmed. After re-enabling, select the correct status to reflect the patient's current clinical needs accurately.
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What is a “Smart Stickers” feature status
The status function serves as a sub-selection within the Smart Sticker protocol feature, providing a clear indication of the protocol's current stage at a glance. For example, you can update a PMB protocol status from "Not registered" to "Registered," ensuring the patient's progress is accurately reflected.
By selecting the relevant sticker, you will be redirected to the Smart Sticker Protocols page, where you can view a complete list of active protocols for that patient. From this screen, select the updated status for a specific protocol using the dropdown menu for the desired active entry.
These statuses can be automatically applied based on the practice's predefined protocol conditions. Alternatively, when the practice team must perform specific actions, the status can be updated manually as the agent completes each designated task. If the status is not updated manually, the protocol will not proceed, as the system requires this input to recognise that the task has been finalised.
Multiple sticker protocols can be assigned to a single patient. These active sticker protocols are clearly visible directly on the patient dashboard.
When new protocols are added rather than updated, the full history of protocols remains visible simultaneously. Please note that while you can't filter these protocols at the patient level, you can generate a report that provides a comprehensive overview of all smart sticker protocols across the practice.
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Are there “Smart Stickers” feature reports?
From the GoodX wheel, select "Reports" and navigate to the "Clinical Reports" tab. Within this section, locate the "Smart Sticker" sub-tab, which allows you to filter, view, and manage protocols according to your practice requirements. You can compile these protocols into a report and send the desired communication directly to the patient from the report screen.
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How are the “Smart Stickers” feature set up?
You can configure the Smart Sticker feature by creating protocols tailored to your practice's specific requirements. These protocols are added by selecting the GoodX navigation wheel, choosing the "Configuration" option, and navigating to the "Smart Sticker Setup" tab.
You must define a sticker state before you can save protocols. These states typically represent what you require your patient to receive, review, or be informed about at predefined intervals or based on set conditions. These states can also track processes such as PMB applications, payment plans, or similar scenarios with multiple sub-stages.
Once you select a protocol, a new window appears where you can add the envisioned protocols and steps. Ensure all workflow events, including templates, tasks, and questionnaires, are designed and completed beforehand.
From this screen, you can incorporate the preferred protocols based on your practice requirements by selecting the "+ Add" button. A blank protocol will be provided, allowing you to define your practice's specific requirements.
The protocol name serves as the primary identifier, allowing the key aspect of the protocol to be recognised at a glance. The description is used to explain the purpose or specific details of that identifier briefly. Keep both the name and description as concise as possible, as this information appears directly on the patient profile for quick reference.
Smart Stickers can be easily identified or grouped by colour to improve visual organisation. By default, the colour selector shows a box with a line through it; selecting this box opens a colour picker where you can choose your preferred shade. Once you click outside the colour selector, the chosen colour will be saved automatically as the preferred setting for that protocol.
These protocols can be configured to "auto add" based on the ICD-10 codes used, or to trigger a pop-up prompt whenever a specific ICD-10 or procedure code is utilised. Use caution when linking these codes, as the prompt will appear with every application of that code across all patients.
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What are the core ideas which should be known before deciding on the “Smart Sticker” protocols?
Review your practice's requirements and identify which communication processes can be automated. To ensure you have fully prepared the necessary content, it is advisable to draw a mind map detailing what information patients should receive and the specific timelines for each interaction. Use these insights to assign unique, clear template names, ensuring the protocols accurately reflect the intended information and deliver the expected communication.
You can use these protocols to communicate disease awareness weekly or monthly, depending on the practice's needs or the ICD-10 codes used during billing. Depending on your protocol setup, billing can trigger an automatic reminder to add the relevant sticker protocol.
Please note that the pop-up will appear each time the linked code is used. Alternatively, unique trigger codes can be created specifically for scenarios where you require the associated processes to be completed, which are then linked to the protocol. If these codes do not currently exist, please communicate with your GoodX liaison to add your preferred custom codes. This ensures you can use the protocols only when desired, particularly when standard ICD codes might overlap between different conditions.
Establishing accurate, clear naming conventions will simplify future changes, corrections, or alterations to your templates. By using a consistent naming structure now, you ensure locating and updating specific protocols remains straightforward as your practice evolves.
Please note that entries cannot be permanently deleted from view; instead, they will be marked as inactive, indicated by a red line through the item. To re-enable a specific line item, select the green tick to make it active again.
If mistakes are made on an entire protocol, please be aware that the entry cannot be permanently removed from the interface. Instead, you can mark it as inactive by clicking the "trash" icon.
Once deactivated, the protocol will appear greyed out to distinguish it from your active workflows. If you need to restore it, select the green tick icon and follow the confirmation prompts to reactivate the protocol.
The key questions which need to be answered during your protocol setup:
Example of a mindmap for the Smart Sticker Protocols to manage the PMB registrations:
PMB approvals can vary from patient to patient. If the practice prefers to focus on the period of validity, it should develop communication for when these PMB approvals expire. Similarly, the practice needs to maintain awareness of these statuses, which represent the different states of a protocol. These states can include the following:
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Not registered
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Submitted / Pending Feedback
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Approved 3/12
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Approved 6/12
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Approved 9/12
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Approved 12/12
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Approved Continuous / Ongoing
However, these shorthand references may have different meanings to different staff members at a glance. Clear, concise descriptions for each protocol state name help prevent misinterpretation or incorrect application. Without adequate descriptions to ensure full comprehension of the linked actions, agents may select the wrong state due to differing definitions, ultimately resulting in incorrect information being communicated to the patients.
Clear descriptions will help you create and select the correct templates from the dropdown options. Please also consider the templates intended for use in task requests, emails, or SMSes during your mind mapping process. Finalise and word these details according to practice preferences before requesting assistance from the GoodX client liaison. It is best to keep a separate PDF that clearly confirms the names and wording your practice envisions for the smart protocol setups, along with the expected outcomes for each state or step.
Below is an example of the dedicated forms set up for "Smart Sticker" protocol use only. Notice how the description starts with the application grouping, followed by the template name with its intended purpose. This approach helps you filter your active protocol templates. It lets your dedicated GoodX Client Liaison efficiently support updates or corrections when your protocols change or require specific information for review.
Your practice can decide whether to group these protocol colours by concept, such as using one colour where actions are required and another where steps are automated. Alternatively, different colours could represent different procedures. Decide the colour scheme clearly beforehand for ease and comfort whenever an association between colours is required or preferred.
We recommend having your GoodX liaison assist you until you fully understand the protocol setup. Please note that using this feature can be complex, and we will be happy to help you achieve your desired outcome within the software's functionality.
During a smart sticker setup, you can review the various protocols in the left column. You cannot minimise this column, nor can you view it in a list format. Furthermore, these protocols cannot be reordered or filtered to display currently active entries only. However, a scroll bar lets you navigate through your created protocols.
When you select a protocol, the right side of the screen shows the specific details and states for that protocol.
You can edit an existing protocol if you wish; however, if the new protocol requires fewer steps or the steps vary, the setup may become visually chaotic. This is because you would need to delete any additional states or line items. As a gentle reminder, a deleted state is not removed completely from view; instead, it will appear with a red line through it. Therefore, we recommend reviewing your mind map for protocol setups, noting all steps, and considering any potential actions required around these protocols beforehand.
Below, you can see that we created a protocol to address a PMB application directed at the standard 271 PMB conditions. When we created this protocol, only three templates existed to meet our smart sticker protocol needs for this PMB. These protocol statements reflect the actions staff must take to complete the PMB application for the specific patient and medical scheme.
In this section, we must now instruct the protocol on the next expected actions. Your practice will need to decide on the following options:
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Do you finalise the protocol because nothing else is required?
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Are additional communications required?
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Does it move to a next state?
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Are there additional actions required from the practice's team?
However, while setting up this protocol, there is a potential logic flow issue regarding what happens when a PMB application is declined. If the team needs to take action, or the doctor must review part of the application, create templates to ensure consistent communication and complete information requests. This reduces the time the team spends on repeated tasks and communications, allowing the practice to run a successful smart sticker protocol through to finalisation.
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