1. Halaxy Help Guide
  2. Patient Management
  3. Forms & Surveys

Send patient forms

When you send patients a patient form, they receive an email containing a secure link that they can click to take them to the form. After they complete and submit the form, the information automatically updates their patient profile and is saved to their clinical notes.

There are different methods to send patient forms, depending on your requirements:

  1. Automatically send for online bookings (email only)

  2. Automatically send for all appointments via campaigns (email only)

  3. Manually send (email and/or SMS)

Note

You must first set up your patient forms before you can start sending them to patients.

Caution

To prevent accidental overwriting, the secure link to a patient form expires if you send another form to the patient before the first form is completed.

Automatically include a patient form for online bookings

If you already have online bookings enabled, you can automatically provide a patient form for patients for any online booking. You can require patients to complete the form during the booking process, or you can provide a link to the form in their booking confirmation or in a separate email.

  1. Click Settings > General.

  2. Under the section Patient Access, next to Patient form settings, click the Icon-Edit.svg pencil icon. 

    Patient-Intake-Form-Setup-01.png

  3. In the pop-up, under Online Booking, configure the following settings:

    Patient-Intake-Form-Send-01.png

    • Automatic patient forms: Select Enabled.

    • Form completion preference: Select when you want patients to complete their form when booking online.

      • After booking: The patient receives the form after they complete the online booking. You can set the form link to appear in the booking confirmation page, booking confirmation email or in a separate email.

      • During the booking process: The patient form appears after the patient enters their personal details in the online booking process. With this setting, patients are required to complete and submit the form in order to complete their online booking.

    • Default patient form: Select the default patient form to send automatically for online bookings. (This applies to all online bookings by default, except for fees and appointment types with their own assigned form.) For a complete guide on how to create a patient form template, see this article: Set up patient forms

    • Send form: Select when you want to send this patient form to the patient - on every online booking or only on the patient's first online booking.

    • Form delivery setting: Select how you want to send the form link to patients.

      • In a separate email: The patient receives a separate email specifically for the patient form.

      • With online booking confirmation: The patient receives the form link in the booking confirmation page and, if set up, the booking confirmation email.

    • Communication template: Select the email template to use, which will contain the patient form link. (Note: The template you select must contain the dynamic term [Online Form Link] which displays in the email as the clickable link to the form.)

  4. Click Save.

Whenever a patient makes an online booking, they automatically receive the patient form according to your settings. The link to the form expires after your specified expiry period in the patient form settings.

Tip

Do you need different patient forms depending on the service booked? You can assign different form templates to specific fees or appointment types.

Automatically email patient forms via campaign

Campaigns are a Halaxy feature for sending bulk messages – such as announcements or promotions – to targeted audiences. With campaigns, you can run a filtered report that you can save as a mailing list, then send an automated email to that mailing list at a scheduled time and frequency.

With such precise controls, campaigns can be set up to send patient forms (such as intake forms or questionnaires) to new patients, even if your practice does not use online bookings exclusively or at all. By using campaigns, you won't have to worry about manually sending patient forms again, as they are sent out for you automatically.

Example: Create a campaign that sends a patient intake form every day to all new patients (i.e. those with only one booked appointment in their appointment history) of a specific location exactly seven days before their first appointment.

  • Step 1: Prepare your templates

    1. Set up the patient form that you will be sending to new patients.

    2. Create your communication template for the content of the email the patients will receive, which must include the dynamic term [Online Form Link].

    When you have prepared both of these items, proceed to the next step to set up your target audience.

  • Step 2: Run a report to set up your target audience

    Your target audience is new patients who have their first appointment in seven days.

    1. Go to Reports > Appointment.

    2. Click New Report.

    3. Add the following settings:

      • Report Type: Attendance

      • Length: equals 7 days before next booked/confirmed appointment

      • Appointments: 1 total appointments

      • Location: Select a location.

    4. Click Run.

    5. The report will display the current results. Click Save.

    6. A pop-up will appear with settings for the saved report.

      • Configure the following settings:

        • Title: New Patients - (Location Name)

        • Description: All new patients at (Location Name)

      • Click Save.

  • Step 3: Set up the campaign to send your form to the target audience

    1. In the top right, click Set as a campaign.

    2. Configure the following settings:

      • Name: New Patients - (Location Name) - Intake Form

      • Schedule Date: Enter the date and time the forms should start sending.

      • Email Template: Select the email template to use, which will contain the form link. (Note: The template you select must contain the dynamic term [Online Form Link] which displays in the email as the clickable link to the patient form.)

      • Patient Form: Select the intake form to send automatically for online bookings.

    3. Click Repeat Campaign.

      • Repeat every: 1 day (This ensures that the target audience report is regenerated and the email is sent daily.)

    4. Click Save.

You now have a campaign that sends a daily email with the patient form to the target audience generated by your saved report each day.

Manually email a patient form

If you prefer to have more control over when to send forms to patients, you can opt to send them manually as needed.

  1. Open the patient profile.

  2. Under the Contact Details section, check first that the patient has a valid email address. (If they don't yet, click Edit to add one.)

  3. Click the Patient Form icon patient form icon.

    Patient-Intake-Form-View-01.png

  4. In the Send Patient Form pop-up, click the Email or SMS tab for how you want to send the form.

  5. Configure the rest of the form as follows:

    Patient-Intake-Form-Send-02.png
    Patient-Intake-Form-Send-02b.png

    Examples of sending a patient form by email or SMS (click to expand images)

    • Patient Form: Select the form template to send to this patient.

    • Expiry Date: Select the date when the link to the patient form will expire. The patient will no longer be able to access the form after this date.

    • (Email only) Sender: Select the practitioner this form will be sent from.

      • Practitioners have their own name selected by default. Practitioners with Personal Access do not have the option to choose another practitioner, and therefore will not be able to see this field.

      • Administrators can select the practitioner this form will be sent from. The selected practitioner will automatically be granted access to this patient's form when completed.

    • (Email only) Sender Email and Sender Name: Fill out with the required details.

    • (Email only) Subject: This field fills out automatically if a Template option is selected, but you can opt to change this.

    • Recipient: Select the person who will be receiving the patient form.

      • Patient: The form will be sent to the email address or mobile number in the patient's profile.

      • Other: The form will be sent to a specified contact, such as a parent or guardian.

    • (Email only) CC and BCC email and patient contact fields (optional): Enter any other email addresses or the patients' saved contacts you want to send the form.

    • Template: Select the communication template to use for the email content, which will contain the link to the form. Note: The template you select must contain the dynamic term [Online Form Link] which displays in the email as the clickable link to the form. This will appear in the Message field.

    • (Email only) Attachments (optional): Click Add File to attach more files in the email.

    • Message (optional): The selected communication template appears in this field, which you can edit if needed. Any changes made here are sent to the patient for this instance but will not save to the original template. (IMPORTANT: Your message must contain the dynamic term [Online Form Link] to include a link to open the form.)

  6. Click Send.

Updated

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