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Finding the
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questionnaires page
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Understanding the
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questionnaires page
The consultations questionnaires page is designed to allow you to send consultations questionnaires to all patients at once (rather than having to do this in each individual record), as well as being able to download the data from completed consultationsquestionnaires.
If your team has advanced questionnaires enabled in the UI, you will see advanced questionnaires on this page.
How do I send a
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questionnaire to
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every patient in my team?
To send a mass consultationquestionnaire to every patient in a team, click ‘Send consultation’ questionnaire’ on the consultation questionnaire page, select the correct consultation questionnaire and click ‘Start’ to send this to all patients.
The consultation questionnaire will be sent to all patients who are registered or have in the team. Patients that have registered and unregistered patients with an email address in their record but have not yet registeredwill receive an email notification.
If your team has advanced questionnaires enabled in the UI, you cannot send a questionnaire to all patients in your team. This functionality will be released early 2025.
How do I send a
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questionnaire to one patient?
To send a consultation questionnaire when viewing the patient record, click on the ‘Events & Messages’ tab, click ‘Start a consultation‘Send questionnaire.’ Choose the Consultation questionnaire from the drop down, and select 'Start'. A consultation questionnaire can also be sent to one patient from the 'Patient Searchsearch' page. Search for the patient, then click on 'Start consultationSend questionnaire'. Choose the Consultation questionnaire from the drop down, and select 'Start'.
The patient will receive an email message notification prompting them to complete the consultationquestionnaire. Once they have completed it, you will receive an email with a link to read the answers. You can also view completed consultations questionnaires on the 'Messages' screen.
Advanced questionnaires - How do I allow patients to edit their answers after submission?
If you have advanced questionnaires enabled in the UI, you will see the ‘Allow patient to edit answers after submission’ box when choosing a questionnaire to send. When this box is checked, the patient will be able to amend their answers after submission. If the box is not checked, the patient will not be able to amend the answers after submission.
How do I download
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questionnaire responses?
Go to the Consultation Questionnaires page. This will list all consultations questionnaires that have been sent out to patients from your team. To download the responses, select which identifier you want to use to anonymise the data, and the file will download to your device.
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Which identifiers can I select?
When you download the consultation questionnaire export you can decide which identifier you want to include. The options are:
With NHS numbers - this will include the patients NHS number next to their responses
With organisation level IDs - this will include the patients local ID assigned by the organisation
With both - this will include the patients NHS number and their organisation level ID next to their responses
With none - this will download the consultation questionnaire responses with no patient identifiers
What is included in the
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questionnaire exports?
The export downloads as a CSV file which contains every instance of the specific consultation questionnaire (that has been completed), with a row for each set of responses and columns for every question.
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Age -patient's age
Gender - patient's gender
Date completed - the date the patient submitted their questionnaire response
Date requested - the date the patient was sent the questionnaire (or started the consultation questionnaire themselves)
Requested by - this is who sent out the consultationquestionnaire. If the patient's name displays here it means they started the consultation questionnaire themselves, without it being sent to them.
If you have selected to download the consultation questionnaire with patient identifiers, these will also be included in the first columns of the CSV file.
The remaining columns are the questions in the consultationquestionnaire, so you can easily see each patient's response.
Why do I have blank rows in my
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questionnaire response exports?
If a patient has not completed the consultationquestionnaire, we still include them in the export. They will have no data in the 'Date completed' column, or the question columns. This will allow you to easily see which patients you do not have responses from.
Why is a patient included multiple times in the export?
We include each instance of a completed consultationquestionnaire. If a patient has completed the consultation questionnaire multiple times, they will be included multiple times in the export.
Why is my
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questionnaire no longer available?
Consultations Questionnaires that are no longer needed can be hidden by PKB should it be requested. This may mean that a consultation questionnaire you have previously sent to a patient is no longer available to be sent out and will not appear in the consultation questionnaire drop down box. PKB can however, make the consultation questionnaire visible again, should you require it.
Advanced questionnaires
If your team has advanced questionnaires enabled in the UI, you will be able to export the responses to advanced questionnaires. The CSV file that is exported is structured differently to the simple questionnaire CSV export. Previously, the export file had one row per patient, with each question represented as a column. For advanced questionnaires, the file has one row per answer, with the questions and answers represented as key/value pairs. This means that if a questionnaire has 10 questions, there will be 10 rows per patient’s response.
Clinical codes associated with questions and answer options are also represented as columns on the CSV file. See the attached CSV file for an example GAD7 questionnaire export.
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