1. Halaxy Help Guide
  2. Patient Management
  3. Guiding Patients in Halaxy

Assign or send clinical tools to patients

Clinical tools are a great way to capture clinical data from patients to help you monitor and track their health over the course of their treatment.

If you have imported or created clinical tools in your practice, you can send them to patients to fill out online before their appointment. By completing their questionnaires in advance, you can make the most of your session time.

There are two ways to send clinical tools to patients:

  • If the patient has a patient portal: Assign the clinical tool directly to the patient, which they access and complete through the patient portal.

  • If the patient does not have a patient portal: Create a patient form with only the clinical tool as the content, then send the form to the patient for them to access and complete online.

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Images: Examples of clinical tools in Halaxy (click images to expand)

Tip

Invite your patients to activate their Halaxy patient portal today! The portal streamlines communication and health records between you and your patient, allowing them to keep track and stay on top of their documents and overall health. See related article: Invite patients to the patient portal

Assign a clinical tool via patient portal

If the patient has activated their patient portal, they can access the assigned tool through the portal. You can customise the email they receive before you assign the tool.

  1. Open the patient profile and click the Clinical Notes tab.

  2. In the top right, click New Clinical Note.

  3. On the note editor toolbar, click Templates.

    Assign-Tool-04.png

  4. In the pop-up, search and select the clinical tool you want the patient to complete.

  5. Next to the Save button, click the down arrow to open the note options, then click Assign.

    Assign-Tool-06.png

  6. In the Assign pop-up, review the email message your patient will receive. It is pre-filled with the default wording, so you can leave it as it is.

    Assign-Tool-10.png

    Tip

    Personalise the email instantly. Insert dynamic terms such as [Patient First Name], or select a communication template to fill the message. You can still edit the text afterwards.

  7. (Optional) To assign the tool again on a schedule, click Repeat Clinical Tool to set the repeat schedule for the assignment. Halaxy then creates a new copy of the tool and assigns it to the patient each time it is due.

  8. Click Assign to confirm.

The clinical tool is assigned to the patient in their Halaxy patient portal, ready for them to complete.

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The patient opens the tool in their patient portal, answers the questions, then clicks Complete to send their answers to you.

When the patient submits the tool, it is updated in their profile's clinical notes and you receive a notification in Halaxy.

Note

Repeat assignments always send the default message. The message box is not available when you edit a repeat assignment.

Tip

Your patient needs to click Complete before you receive their answers. If a patient says they have filled in a tool but you can't see it, ask them to open it in their patient portal and click Complete. To save their progress without sending it, they can click Save in the dropdown next to Complete.

Edit or stop a repeat assignment

If you set a clinical tool to repeat, you can change or stop the schedule from the assigned note. You do not need to create a new clinical note.

  1. Open the patient profile and click the Clinical Notes tab.

  2. Right-click the assigned clinical tool note, or open its action menu, then click Edit repeat.

  3. In the Edit repeat window, change the repeat schedule, then click Save repeat.

The schedule is updated. The tool is not assigned again and the patient does not receive another email.

To end the repeat instead, click Stop repeat in the Edit repeat window.

Note

Edit repeat only shows on an assigned note that has an active repeat. If the repeat was already stopped, Save repeat shows an error and does not create a new repeat.

Send the clinical tool via patient form

If the patient does not have a patient portal, you can send the clinical tool using the patient form feature.

  1. Click Settings > General.

  2. Under the section Template Settings, next to Patient forms, click the Icon-Edit.svg pencil icon.

    Patient-Intake-Form-Setup-03.png

  3. In the top right, click Add Form. (Recommended: Enter the name of the clinical tool as the form name, so you can easily find it for future use.)

  4. Under the Default Sections tab, disable all sections.

    Assign-Tool-07.png

  5. Under the Templates tab, click Add Template and select the clinical tool you want to send. (If the tool is not available in the list, you may need to import it to your practice group first.)

    Patient-Intake-Form-Setup-07.png

  6. Click Save.

  7. Send the form to the patient.

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The patient receives a link for them to access and complete the form online.

When the patient submits the form, the completed tool with their answers is stored in their clinical notes.

Updated

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