Questionnaires

Finding the questionnaires page

The ‘Questionnaires’ button in the navigation ribbon

Understanding the questionnaires page

The questionnaires page is designed to allow you to send 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 questionnaires.

If your team has advanced questionnaires enabled in the UI, you will see advanced questionnaires on this page.

How do I send a questionnaire to every patient in my team?

To send a questionnaire to every patient in a team, click ‘Send questionnaire’ on the questionnaire page, select the correct questionnaire and click ‘Start’ to send this to all patients.

The questionnaire will be sent to all patients in the team. Patients that have registered and unregistered patients with an email address in their record will 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 questionnaire to one patient?

To send a questionnaire when viewing the patient record, click on the ‘Events & Messages’ tab, click ‘Send questionnaire.’ Choose the questionnaire from the drop down, and select 'Start'. A questionnaire can also be sent to one patient from the 'Patient search' page. Search for the patient, then click on 'Send questionnaire'. Choose the questionnaire from the drop down, and select 'Start'.

The patient will receive an email notification prompting them to complete the questionnaire. Once they have completed it, you will receive an email with a link to read the answers. You can also view completed 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 questionnaire responses?

Go to the Questionnaires page. This will list all 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.

The ‘Download’ drop down showing choice of anonymisation

Which identifiers can I select?

When you download the 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 questionnaire responses with no patient identifiers

What is included in the questionnaire exports?

The export downloads as a CSV file which contains every instance of the specific questionnaire (that has been completed), with a row for each set of responses and columns for every question.

The first few columns are always included in the download. These are:

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 questionnaire themselves)
Requested by - this is who sent out the questionnaire. If the patient's name displays here it means they started the questionnaire themselves, without it being sent to them.

If you have selected to download the 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 questionnaire, so you can easily see each patient's response.

Why do I have blank rows in my questionnaire response exports?

If a patient has not completed the questionnaire, 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 questionnaire. If a patient has completed the questionnaire multiple times, they will be included multiple times in the export.

Why is my questionnaire no longer available?

Questionnaires that are no longer needed can be hidden by PKB should it be requested. This may mean that a questionnaire you have previously sent to a patient is no longer available to be sent out and will not appear in the questionnaire drop down box. PKB can however, make the 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.