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OP Patient Portal: Survey Workflow

Version 20.4

The content in this article is relevant to the OP Patient Portal, powered by InteliChart.

Overview

This workflow and setup instruction is specific to sending Internal and CHADIS Surveys to the OP Patient Portal. Keep in mind:

  • The OP user sending the Survey to the portal must have an active Practice Portal account and be listed as an Associated User.
  • The patient receiving the Survey must have an active portal account.
  • Surveys are sent to the portal when:
    • An appointment (scheduled using a Template that contains a Standing Order) is marked Confirmed. Confirmed is the only status that triggers the sending of a Survey to the portal. Other statuses, such as Left Message, do not meet the criteria for Surveys to be sent to the portal.
    • A Task is created for the Survey to the Patient Department.
  • Only Surveys with a visibility level of Any Staff Member are sent to the portal. 
  • Surveys are received as Messages in the Patient Portal. Practices who are accustomed to using the former OP Patient Portal must note that Surveys sent to the InteliChart Patient Portal are not accessed via Forms in the portal.

Try it! Once you've completed the setup and reviewed the workflows below, practice what you've learned using your practice's Test Patients! 

Survey Setup: Templates

  1. Navigate to Encounter Templates or Well Visit Templates and select a template.
  2. Click the Orders/Workflow tab.
  3. Click the Surveys tab and modify the following for existing surveys.
  • Click the drop-down for Department and select Patient.
  • Click the drop-down for Usage and select Standing.
  1. Click the Save button.
  2. Repeat the above steps for all surveys that will be sent to the OP Patient Portal.

Note: If adding a new survey to a template, confirm Patient is selected as the Department and the Usage is set to Standing. For additional information on adding a survey to a template, click here.

Workflow: Template Task

  1. From an open Well or Encounter visit note, select Plan/Orders.
  2. Confirm the Survey is submitted as a task on the Order Worksheet Summary.
  3. To add an additional survey, follow the steps below.
  1. Click the Survey tab.
  2. If the survey to task is available in the survey picklist window, confirm the Department is Patient and click the checkbox in the Add column.
  3. If the survey to task is not available, 
    • Click the Add button.
    • Click the drop-down and select the survey from the list.
    • Confirm the Department is Patient, click the Save button.
  4. Once all surveys are added, click the Create button.
  5. Click the OK button, on the confirmation window, to create the survey task.

Workflow: Task

  1. From a patient chart, click Tasks.
  2. Click the New Order button to open the Order Worksheet.
  3. Click the Survey tab then click the Add button.
  4. Click the drop-down and select a survey from the list.
  5. Confirm the Department is Patient, click the Save button.
  6. Once all surveys are added, click the Create button.
  7. Click the OK button, on the confirmation window, to create the survey task.

Workflow: Task Not Completed by Parent/Patient

If a patient presents for their appointment and has not completed the Survey that was sent to their portal, the following steps must be taken.

  1. From the patient chart, click Tasks.
  2. Select the Task for the Queued Survey, and click the Delete button. Once the Survey Task is deleted, the parent is not be able to take the Survey from the Message they received in the Patient Portal. They can be instructed by the practice staff to ignore the message or mark it Read.
  3. Either create a new Task for the Survey, making sure to send it to a department other than Patient, or, click New in the Survey window and complete the survey.