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Clinical Surveys

With Clinical Surveys, you can collect information from a client before or after their scheduled appointment, or at the time of booking online. You can also set up a survey to send daily, weekly, or monthly to individual clients. The answers to the survey questions are added to the chart, much like Jane’s Intake Forms.

Outcome Measure Surveys

You can use Clinical Surveys to collect client-reported outcome measures before or after appointments, and the results can be scored. To learn more about how to make your survey scorable, check out our guide Outcome Measure Surveys.

Let’s get started

Here’s how you can get started using Clinical Surveys:


Setting up your Clinical Survey

A full-access user can begin by heading over to Settings > Forms & Surveys > View Surveys on the Clinical Surveys tab.

If you would like to start a new survey from scratch, click on New Survey in the top right of the screen. On the New Survey page, we’ll start with the General Details section.

Survey name: This is strictly for internal use, and won’t be visible to clients.

There are two options for Setup:

  • Set up individually: The survey will be available to be sent to individual clients from their profiles.

  • Set up for all clients: The survey will automatically be sent to all clients for each appointment. You can also set it up to send individually on a client’s profile.

Next, we’ll choose when we’d like the survey to be sent out.

Individual survey options:

  • Before or after an appointment

  • On regular intervals: for example, every week.

  • Don’t schedule survey: meaning the survey will not send automatically.

All client survey options:

  • Before or after an appointment: All clients will be emailed their survey before or after each appointment.

  • When an appointment is booked online: All clients will be prompted to complete the survey each time they book online. Please note, the survey will need to be submitted before clients can complete their booking.

Next, we’ll move on to the Communication section:

  • Title/Email Subject: This is the title of the survey. It appears at the top of the survey for the client and it will also be the email subject line when the survey is sent out.

  • Introduction Message: This is a block of text that will appear in the survey and in the email. You can use this to help your client understand the purpose of the survey.

  • Message After Completion: This message will appear after the client has finished their survey.

Last step! Let’s build out the survey questions.

You can click the Template Library button to start with a template another Jane User has shared, or you can click Add Item to build out your questionnaire from scratch using the 7 chart items or choose a template from your own Jane Account:

💡 Jane tip: The chart items Check Boxes, Range/Scales, and Drop-Downs can be made scorable. To learn more about this feature, check out our guide Outcome Measures Surveys.

📍 Note: Just like Intake Forms, some chart items like the Spine Chart, diagram, Body Chart picture, Uploads, Files, Vitals, Chief Complaint, Sketch, or any images cannot be added to surveys. These items are not compatible with our surveys currently.

Saving your Clinical Survey

Once you are happy with how your survey looks, head down to the bottom right of the screen and click Save. If you chose to create a survey to send automatically to all clients, you’ll get a confirmation message and the option to save and start sending the survey, or save but don’t start sending the survey.

If you choose Save, But Don’t Send, the survey will be saved as an individual survey and will not be sent to all clients. When you’re ready to send it to all clients, click View next to the survey:

Next, click Edit in the General Details section:

Select Set up for all clients and then click Save:

You’ll now have the option to Save and send.

How to stop sending an All-Patients Survey

If you have a survey that’s sending to all clients or patients automatically, you can stop sending it by heading to Settings > Forms & Surveys > Clinical Surveys. Click View to the right of the survey you want to stop sending:

Next, you’ll click Edit to the right of the General Details section:

You’ll want to change the Setup field to Set up individually and then click Save

The survey will stop sending automatically to all clients for all appointments. However, it will continue to send to individual clients if you’ve set it up on their profile.

If you have no individual clients using the survey and you’d like to remove it from your surveys list, you can view the survey and then Archive it under the Actions menu:

Just like the Intake Forms, you can only Archive the surveys and cannot delete them from your account. If you’d ever want to unarchive a Survey to reuse it, you can do so from the Settings tab, under Forms & Surveys > View Surveys and click on the Archived button:

Enable your Clinical Survey on your staff profile

Now that the survey has been created, you (and any staff members who will be using the survey) will want to toggle it on from your staff profile so that it’ll show up on the list of surveys you can send and fill out on behalf of your clients:

Start by navigating to the Staff tab > click on your name > Templates > Surveys > toggle on the survey.

All enabled surveys will appear in the chart template list and in the pop-up when you are charting.

Sending an individual survey

Whether you set up your survey to send automatically to all clients or not, you can send any survey to an individual client from their profile.

You’ll want to head to the client’s profile and on the lower right, you’ll see the Surveys area. Click the Set Up button:

Next, you’ll see a dropdown menu with all of the surveys that are enabled for your staff profile. Choose the one you’d like to send.

Next, you can choose when the survey should send. - Before or after an appointment: This option lets you choose how far in advance or how long after an appointment the survey should be sent. You can also specify how many times the survey should be sent out in total.

  • On regular intervals: This option is great if you don’t want the survey to be attached to an appointment. You can choose for it to go out on a daily, weekly, or monthly schedule regardless of whether appointments are booked. You can choose what date the survey should stop being sent out.

  • Don’t send automatically: This option means that the survey will only ever be sent out manually. You can use this option if you want to send a one-off survey.

Managing an individual survey from the client profile

Once you have set up a survey on an individual client’s profile, you can click the three dots to the right of the survey to:

  • Adjust sending method: here’s where you can change the send settings of the survey.

  • End survey: Delete pending or unsigned surveys. Jane will stop sending out this survey to this client.

You can also click the Fill out button to fill out the survey on behalf of the client or pass your device to the client to fill it out themselves. Choosing “pass device to client” will log them out of Jane once the survey is completed and you will be prompted to log back in.

Clicking the Email button will email the survey to the client.

Editing a Clinical Survey

⚠️ It’s important to note that the questionnaire section of a Clinical Survey cannot be edited once it has been completed by at least one client. However, you can edit the other sections of a survey by heading to Settings > Forms & Surveys > Clinical Surveys. Click View next to the Survey you’d like to edit.

To edit a template, you’ll first need to duplicate it:

Next, you’ll edit your new survey and save it.

Once your new survey is saved, you can archive the old one to remove it from your survey list. Click View to the right of the survey:

Next, click Actions and select Archive.

Client View

Clients will receive a link to the Clinical Survey on the day and time you specified. From here, they can click the Begin button.

They will be taken to a dedicated page in their account where they can fill out the form. This form is only accessible from the email and is not currently accessible from within their account.

Once the patient fills out the survey, it will be made available to them inside their My Account portal, under the Documents section.

Using the Template Library

Clinical surveys use the same template library as intake forms. This means that any of the templates that you create can be reused or modified. Templates can also be used so a staff member can fill out the Clinical Survey on behalf of the client. Save your form as a template and then add that template as a chart entry to fill it out. To access the template library, edit the content of one of your Clinical Surveys and click on the template button as shown below.

FAQ

Why don’t I see some surveys under a client’s profile even when these are enabled under the clinic’s Forms & Surveys section?

Just like chart templates, staff members should toggle these on under their staff profile to use them.

How do I view a completed Clinical Survey that was submitted by a client?

Great question! Clinical Surveys operate similarly to Intake Forms. Once a survey is completed, you’ll find it under the “Charts “ tab on a client’s profile, dated according to the submission date.

Can I add a signature on the survey?

Yes, we’ve recently added the signature chart part widget to the Clinical Surveys.

To add the signature item, you would head over to Settings and select the clinical survey. Go to the questionnaire section of the survey and click add item and select signature.

Can I send a survey out manually or on an individual basis?

You bet you can! Check out the section in this guide titled: Sending a survey to individual clients.

Is there a notification for the survey being complete, or incomplete?

This isn’t currently a notification for when the survey is complete or incomplete prior to an appointment. This is something we’re looking at so if you’d like to see it, please feel free to add your vote here.

Is it possible to make the screening survey available to be completed prior to entry if a patient did not complete the email on an iPad in the clinic?

The client can access the survey at any time using their mobile phone or tablet. The client can access their email and fill it out while they are waiting. There currently isn’t a method to access a direct link to the survey from an iPad in the clinic.

How do I know if a client has opened their survey?

Currently, Jane only shows whether a survey is pending or completed status.

The best way to check whether the client opened the survey or not is to look at the survey email status under the client messages log. If the email has “clicked” status it means the client has clicked on a link in that email.

If you’d like to learn more about the email Messages status, check out our guide on the Messages Log for more information.

Can we add an “Accuracy of information” consent to the end of a clinical survey?

Yes, you can completely customize the form yourself using the editor to add any informational sections you believe will be helpful at any point in the survey.

Do Clinical Surveys send out for Online Appointments?

Yes, you have the option to send Clinical Surveys for all appointments, in-person appointments only, or online appointments only.

We hope Clinical Surveys can help you open your practice more safely and efficiently. If you have any feedback, please send it our way!

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