You can attach questionnaires to appointment types so they are automatically sent to patients when they book. This is useful for intake forms, consent forms, and pre-appointment assessments.
How to Get There
Navigate to Configuration > Scheduling > Appointment Types, select an appointment type, click Edit appointment type, and open the Questionnaires tab.
Pre-booking vs Post-booking
Questionnaires are split into two timing groups:
- Pre-booking - the patient must complete these forms before they can select a time slot. Useful for intake forms and screening questionnaires that determine suitability.
- Post-booking - sent after the booking is confirmed. Useful for consent forms, pre-appointment instructions, and health assessments.
Adding a Questionnaire
- Click Add Questionnaire in either the Pre-booking or Post-booking section
- Select a template from the dropdown
- For pre-booking forms, toggle Required if the patient must complete it before proceeding (optional forms can be skipped)
- Drag to reorder forms within or between sections
Display Conditions
Each attached questionnaire can have conditions that control which patients are asked to fill it in. Click Conditions on an attached questionnaire to set them:
- First visit only - only patients with no previous consultations on record. Use this for a form for new patients only.
- Skip if previously completed - not shown to a patient who has submitted this form before.
- Maximum completions - stop showing it once the patient has completed it this many times.
- Gender - only patients with the chosen gender (Male or Female) on their record. Patients with none recorded won't see it.
- Age range - only patients whose age, from their date of birth, is within the range.
A patient must meet every condition on a form to see it. For a new patient registration form, turn on both First visit only and Skip if previously completed, so a patient who has filled it in but not yet had a consultation isn't asked again. See Questionnaire Display Conditions for more examples.
You can also ask Skip, for example "Attach the New Patient Registration Form to our video appointment as a post-booking form, new patients only". Skip shows you exactly what it will set up, and nothing changes until you confirm.
Important: Pre-booking questionnaires estimated at over 5 minutes show a warning to patients. Keep pre-booking forms concise to avoid abandonment.
How It Works for the Patient
- Pre-booking: After selecting the appointment type, the patient sees the questionnaire step before the time picker. Required forms must be completed; optional forms show a "Skip" option.
- Post-booking: After confirming their booking, the patient sees a "Before Your Appointment" section with any post-booking forms to complete.
Questionnaire Responses
Responses are automatically linked to the appointment. Staff can view them from the appointment detail sidebar under the Questionnaires section, or from the patient's Questionnaires tab.