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Questionnaire

What are Questionnaires?​

A Questionnaire is a customizable form used to collect information from users or staff. It can be about a patient, doctor, clinical procedure, or any other resource in the system. By building and updating Questionnaires, you can adapt quickly to changing data-collection needs without requiring software changes.

Key Benefits​

  • Flexible: Easily update questions, add new fields, and reorder sections
  • Adaptable: Use different question types (multiple choice, text, date, etc.) for various scenarios
  • User-Friendly: Build and manage forms in a simple interface without writing any code

Who Can Create and Manage Questionnaires?​

By default, administrators can create new Questionnaires and manage existing ones. If you need access to the form builder but don't see the option, contact your system administrator.

To access the questionnaire management system:

  1. Log into the CARE Staff portal as an administrator
  2. In the Admin Dashboard menu, click the Questionnaires button
  3. Review the Questionnaire Management screen showing existing questionnaires
  4. Apply filters to view questionnaires by status: Active, Draft, or Retired
  5. Use the Questionnaire Search bar to locate specific questionnaires by title or keyword
  6. Click + Create Questionnaire in the top-right corner to create a new form

Creating a New Questionnaire​

Configuring Basic Information​

The Basic Information section defines the core identity of the questionnaire:

  1. Navigate to the Basic Information section
  2. Enter a clear and descriptive Title (e.g., "Patient Intake Form," "Post-operative Follow-up Survey")
  3. In the Slug field, enter a unique, URL-friendly identifier (e.g., patient-intake-form)
  4. In the Description field, enter a detailed explanation of the questionnaire's purpose

Configuring Questionnaire Properties​

The Properties section allows you to define core settings:

  1. Go to the Properties section

  2. Under Status, select one option:

    • Active: The questionnaire is live and ready for use
    • Draft: The questionnaire is a work in progress and not yet available
    • Retired: The questionnaire is no longer in use

  3. Under Subject Type, select the context:

    • Patient: Used for questionnaires related to a patient and updated within the patient profile
    • Encounter: Used for questionnaires related to a specific clinical visit or event

  4. Under Organizations, use Select Organizations to assign the questionnaire to one or more groups (e.g., doctor, administrator, nurse, staff, official)

  5. Use Tags to categorize and organize your questionnaires:

    • Click Select Tags to pick from existing tags
    • To create a new tag, click Create Tag and fill in:
      • Tag Name: Enter a descriptive name (e.g., "Emergency," "Follow-up," "Mental Health")
      • Tag Slug: A unique, URL-friendly identifier (lowercase with hyphens)
    • Special Tag: Use encounter_actions to highlight and list this particular form within the encounter page

  6. Review the Version field, which is preset to 1.0 for new questionnaires

Adding and Configuring Questions​

Adding a Question​

  1. Click the Add Question button below the Basic Information section
  2. A new question block will be created with configurable fields
  3. Enter Question Text (required field)
  4. Enter a Description for the question
  5. Select the Question Type from the dropdown

Available Question Types​

  • Group: A container for organizing related questions under a single heading
  • Display: Shows static text or instructions without collecting an answer
  • Boolean: Simple "yes/no" question
  • Decimal: Numerical answer with decimal points (e.g., 3.14)
  • Integer: Whole number answer (e.g., 1, 2, 3)
  • Date: Calendar date selection
  • Date Time: Date and time selection
  • Time: Time of day selection
  • String: Short text field for brief answers
  • Text: Larger text area for detailed responses
  • URL: Website address or link collection
  • Choice: Predefined options for users to choose from
  • Quantity: Number with unit of measurement (e.g., 5 kg, 2 hours)
  • Structured: Specialized question type for medical data

Adding Coding Details​

Coding ensures questions are mapped to internationally recognized medical terminologies:

  1. Click + Add Coding in the question block
  2. In System, choose the coding system:
    • SNOMED CT: Clinical terms, diagnoses, conditions, symptoms, procedures
    • LOINC: Laboratory tests, observations, measurements
    • UCUM: Standardized units of measure (mg, mmHg, kg)
  3. Enter the exact Code from the selected system
  4. Verify the Display field is automatically populated
  5. Use Remove Coding button to remove if needed

Configuring Question Settings​

Question Settings control the fundamental behavior:

  • Required: User must provide an answer before submission
  • Repeatable: Allows multiple answers to the same question
  • Read only: Question is displayed but user cannot edit the answer

Data Collection Details specify metadata collected with answers:

  • Collect Time: Captures when the question was answered
  • Collect Performer: Records who provided the answer
  • Collect Body Site: Specifies relevant body site
  • Collect Method: Documents the method used to obtain the answer

Enabling Conditions​

Control question visibility based on previous answers:

  1. Click + Add Condition under Data Collection details
  2. Choose whether All conditions must be met or Any one condition can be met
  3. Define conditions:
    • Select a Question: Choose the triggering question
    • Choose an Operator: Select logical operator (Equals, Not Equals, Greater Than, etc.)
    • Enter an Answer Value: Specify the triggering answer
  4. Click + Add Condition to create additional conditions

Detailed Question Type Configuration​

Group Questions​

Groups organize related questions under one heading:

  1. Set type to Group
  2. Configure basic information and coding if necessary
  3. Select Group Layout:
    • Full Width: Single full-width column
    • Equal Split: Two equal columns side-by-side
    • Wide Start: Wide left column, narrow right column
    • Wide End: Wide right column, narrow left column
  4. Click Add Sub-Question and configure each like a normal question
  5. Set enabling conditions if needed

Choice Questions​

Present predefined options for selection:

  1. Set type to Choice
  2. Select a Unit if applicable
  3. Configure Answer Options using one of two approaches:

Using Value Set:

  • Click Value Set
  • Select existing ValueSets from dropdown
  • Click Create ValueSet if none suitable exists
  • System auto-populates options based on selected Value Set

Using Custom Options:

  • Click Custom Options
  • Click + Add Option
  • For each option, enter:
    • Option Value: System reference value
    • Display Text: Text shown to users (e.g., Yes/No)
  • Enable Sort Alphabetically for automatic arrangement
  • Repeat until all options are added

Structured Questions​

For specialized medical data collection:

  1. Set type to Structured
  2. Select Structured Type:
    • Allergy Intolerance: Record allergies
    • Medication Request: Raise medication requests
    • Medication Statement: Record ongoing medications
    • Symptom: Capture symptoms
    • Diagnosis: Capture diagnoses
    • Time of Death: Record death
    • Appointment: Book appointments
    • Files: Add file attachments
    • Service Request: Raise service requests
    • Charge Item: Add charge items

Managing Questionnaires​

Viewing and Editing​

  1. Navigate to the Questionnaire Management screen
  2. Click the View button for any questionnaire
  3. Use Edit Form to make changes
  4. Use Form Preview to see how it appears to end-users
  5. Click Download to export in JSON format
  6. Use Save to save changes or Cancel to discard

Best Practices & Tips​

  1. Keep It Simple: Only add necessary questions. Long forms can overwhelm users.
  2. Use Groups/Sections Wisely: Break your form into smaller sections for better navigation.
  3. Leverage Conditional Logic: Don't show questions that aren't relevant.
  4. Review Before Publishing: Always preview the form in Draft mode to catch mistakes early.
  5. Stay Consistent: Use consistent naming and question wording across multiple forms.
  6. Use LOINC Code for Questions and SnomedCT for answers

Summary​

Questionnaires empower you to gather information in a structured, user-friendly way. By creating and managing forms within your administrative interface:

  • You can swiftly adapt to new data requirements.
  • You maintain control over how users fill out critical information.
  • You ensure consistent data collection across different workflows.

With a bit of planning and the tips above, you'll be able to create intuitive, effective Questionnaires for all of your organization's needs. If you need additional help, consult your team's administrator or support channel.

Support​

For additional help with questionnaires, contact the CARE support team or refer to the technical documentation.