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Clinical Surveys

With Clinical Surveys, you can collect information from a client before or after their scheduled appointment. The answers to the survey questions are added to the chart, much like Jane’s intake forms.

Clinical Surveys were designed with two use cases in mind:

1. COVID-19 Pre-Screening

You can use Clinical Surveys to send a COVID-19 Pre-Screening survey. A link to fill out the survey can be sent to every patient before their visit to ask them screening questions about potential COVID-19 exposure. We have provided a sample COVID-19 Pre-Screening survey that you can enable. You can customize the example and you can also adjust when the email is delivered.

2. (Coming Soon!) Patient-Reported Outcome Measures

We are also working on a new system to track patient-reported outcomes. This survey feature is the foundation we are building on. Stay tuned for news as we get closer to releasing this!

It’s important to note that the results of a completed Clinical Survey will be saved as a new chart entry for the client and can be viewed by the client inside their My Account portal under the Documents area.

For this reason, Clinical Surveys should not be used as a general mass survey tool. If you are looking to do a one-time survey of all of your patients and analyze the results, we recommend checking out a survey tool such as SurveyMonkey. You can easily export your patient list from Jane to import into a tool like this one.

Here’s how you can get started using Surveys!

Step 1 - Create your Clinical Survey

A full-access user can begin by heading over to Settings and then selecting the Clinical Surveys tab.

We’ve created a COVID-19 Screening survey that’s available for you to use. You can customize this one or start a new survey from scratch.

If you would like to use our COVID-19 Screening survey, skip down to the section called Enabling your Survey below.

If you would like to start a new survey from scratch, click on “New Survey” in the top right of the screen.

Step 2 - Build out your Clinical Survey

To begin creating your new Clinical Survey, you’ll need to complete a few details:

  1. Name: this is strictly for internal use. This won’t be visible to patients.
  2. Title/Email Subject: This is the title of the survey. It appears at the top of the survey for the patient and it will also be the email subject line when the survey is sent out.
  3. Introduction: This is a block of text at the top of the survey. You can use this to walk your patient through the survey process or inform them of what they should do if they need to fill out the survey in a particular way.
  4. Complete Message: This is a block of text that appears after the patient has completed the survey. This is optional.
  5. Add Item: Here you have two options, you can add chart items to the survey or you can select groups from the chart builder. To select from the chart builder, click on the box icon to the left of where it says “Add Item”.
  6. Save Survey: Once you are happy with how your survey looks, head down to the bottom right of the screen and click on “Save Survey”. Don’t worry, your survey will still be in draft mode until you follow Step 3 - Enable your survey.

Step 3 - Enable your Clinical Survey

The last step is to enable your survey. To enable your survey, click on the “Edit Settings” button. You’ll see the status of your survey beside the All Patients section.

Here you will be able to change when to notify your patient from 7 days before the appointment to 7 days after.

Currently, you can only send a survey to All Patients for in-person appointments and they have to be sent on every appointment. We’ll be adding support for other options like a Fixed Schedule in the future.

Patient View

Patients 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 uses the same template library as intake forms. This means that any of your templates that you create can be re-used or modified. Templates can also be used so a staff member can fill out the Clinical Survey on behalf of the patient. Save your form as a template and the 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

Can I add a signature on the survey?

There isn’t a way to add a scribble-like signature to a Clinical Survey. If this is something you’re looking for, please add your vote here.

Can I send a survey out manually?

Currently, you can’t send a survey out manually. If this is something you’re looking for, please add your vote here.

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 patient can access the survey at any time using their mobile phone or tablet. The patient 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.

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 points in the survey.

Do Clinical Surveys send out for Telehealth appointments?

No, currently clinical surveys will only send out surveys for appointments that are listed as in-person type.

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