1. Halaxy Help Guide
  2. Patient Management
  3. Patient Data Forms

Create and send surveys

By collecting feedback from patients, surveys provide you with insights to promote accountability and improve service in your practice. Surveys generate valuable data to inform and guide the way you make both clinical and business decisions. All you need to do is create your survey and set the send schedule!

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In Halaxy, surveys are automatically emailed at a set schedule after a patient's appointment ends, then any submitted feedback is collected and collated in your survey reports. Surveys can also be sent manually to individual patients.

When you send a survey by email or SMS, the patient receives a secure link that takes them to the survey.

Tip

Create a fully customised experience for your patients by creating different survey templates and assigning them to fees or appointment types!

Note

When automated, surveys are sent to patients when their appointments end AND have an Attended status. Surveys are not sent to future-dated appointments.

Set up a survey

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  1. Click Reports > Surveys, then click the Templates tab.

  2. In the top right, click Add Survey. (Note: Halaxy provides an existing survey that you can click to edit.)

  3. In the Survey section, configure the following:

    • Survey Name: Enter a name for your survey.

    • Description: Enter a short description of the purpose of your survey. This is for internal purposes only.

    • Enable anonymous responses (optional): Tick the checkbox to collect feedback without including respondents' names.

  4. In the Survey Template section, you can configure the following:

    • Manage Templates: Click Add Template to attach an existing survey that you have created.

    • Attachments: Click Add File to attach any additional files to send with your survey.

  5. On the right side of the screen, click Add Section, then click Add Question to create your survey questions.

  6. When you're finished, click Save.

You have successfully set up a survey. You can create as many surveys as you need.

From here, you can automate your survey sending or manually send surveys to individual patients.

Tip

Does this screen look familiar? Creating a survey is just like creating a clinical tool! Check out our clinical tool set up guide for complete instructions on setting up sections, questions, scoring, and assessment levels.

Automatically send your surveys

Surveys can be automatically sent to patients after their appointment ends.

  1. Create an email or SMS communication template for the message content. (Note: The template must contain the [Online Form Link] dynamic term, which displays in the email as the clickable link to the survey.)

    Surveys-05.png

    Example for a survey email template with dynamic terms

  2. Click Settings > General.

  3. Under the Patient Access section, next to Surveys, click the Icon-Edit.svg pencil icon.

  4. In the pop-up, configure the following settings:

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    • Patient surveys: Select Enabled.

    • Require 2FA for patient surveys: Select to use or not use two-factor authentication for patients to access surveys.

      • Enabled: Patients are emailed an authentication code that they will need to enter to access the form.

      • Disabled: Patients can access the form right away.

    • Survey expiry: Specify the amount of time that the survey form link will remain active after sending. After this period, the patient can no longer access the survey.

    • Survey send setting: Select Automatic.

    • Default survey: Select the default survey template to send automatically to patients after their appointment. This applies to all appointments except for those with fees or appointment types with their own assigned survey.) (Note: You must first create the survey to select it in this dropdown. See the next section for instructions.)

    • Survey schedule: The amount of time after appointments when surveys are automatically sent to patients. If you don't want to send surveys automatically, leave this blank.

    • Delivery Method: Select how you want to automatically send your surveys - email or SMS.

    • Communication template: Select the email or SMS template you created in Step 1 for the message content.

    • Survey link label: This is the text in the email that appears as the clickable link to the survey wherever you add the dynamic term [Online Form Link]. This setting applies to all your surveys. (Example: Click here to answer the survey)

  5. Click Save.

Your surveys now send automatically to your patients according to your survey settings.

Note

If you enable two-factor authentication (2FA), the 2FA code is sent in a separate email after patients click the link. Make sure to inform your patients to check their inbox for the email containing the 2FA code.

Manually send a survey to an individual patient

Note: You can only send a survey to patients with an email address or mobile number on their patient profile.

  • From the patient profile

    1. Open the patient profile.

    2. Under the Contact Details section, click the Icon-Survey.svg meter icon.

      Surveys-03.png

    3. In the pop-up, click the Email or SMS tab for how you want to send the survey.

    4. Configure the rest of the form as follows:

      • Survey: Select the survey template to send to this patient.

      • Expiry Date: Select the date until which the survey will be available for the patient to complete. The patient will no longer be able to access the survey after this date.

      • (Email only) Sender: Select the practitioner this survey 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 survey responses 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 survey.

        • Patient: The survey is sent to the email address or mobile number in the patient's profile.

        • Other: The survey is 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 survey.

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

    5. Click Send.

  • From an appointment

    1. From the calendar, open the appointment.

    2. In the Appointment Information panel, click the Icon-Survey.svg meter icon.

      Surveys-04.png

    3. In the pop-up, click the Email or SMS tab for how you want to send the survey.

    4. Configure the rest of the form as follows:

      • Survey: Select the survey template to send to this patient.

      • Expiry Date: Select the date until which the survey will be available for the patient to complete. The patient will no longer be able to access the survey after this date.

      • (Email only) Sender: Select the practitioner this survey 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 survey responses 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 survey.

        • Patient: The survey is sent to the email address or mobile number in the patient's profile.

        • Other: The survey is 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 survey.

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

    5. Click Send.

Updated

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