Questionnaire Setup

What is the Questionnaire Panel?

The Questionnaire Panel is an optional step where patients provide information before booking. You can:

• Enable or disable the questionnaire step
• Create up to 5 custom questions
• Mark questions as required or optional
• Reorder questions using drag-and-drop

---

Enabling the Questionnaire

Step-by-Step

1. Log in with administrator permissions
2. Click Settings (gear icon)
3. Find Questionnaire Panel or Show Questionnaire
4. Toggle On
5. Setting saves automatically

---

Default Question

When the questionnaire is enabled without custom questions:

Default: “What is the main reason for your visit today?”

This default appears when:

• Questionnaire is enabled
• No custom questions are configured
• All custom questions have been deleted

---

Custom Questions

Accessing the Editor

1. Enable the questionnaire panel
2. In Settings, click “Edit Questions” link
3. The questionnaire editor modal opens

Question Editor Features

Feature	Description
Add question	Create a new question
Edit question	Change question text
Delete question	Remove a question
Reorder	Drag questions up/down
Required toggle	Mark as required or optional

---

Creating Custom Questions

Step-by-Step

1. Open the questionnaire editor
2. Click “Add Question” button
3. Enter your question text
4. Check “Required” if answer is mandatory
5. Click Save

Question Limits

Limit	Value
Maximum questions	5
Maximum character length	500 per question
Minimum questions	0 (falls back to default)

---

Question Requirements

Required Questions

• Marked with an asterisk (*)
• Patient must answer to continue
• Validation prevents blank answers

Optional Questions

• No asterisk shown
• Shows “Optional…” as placeholder
• Patient can leave blank

---

Reordering Questions

1. Open the questionnaire editor
2. Click and hold the drag handle (left side)
3. Drag the question up or down
4. Drop at the desired position
5. Order saves when you save the modal

---

Privacy Warning

The questionnaire editor displays a privacy warning:

Caution

Privacy Notice: Do not ask for sensitive information such as credit card numbers, health card numbers, Social Security numbers, or passwords. These questions are not encrypted and answers are visible to staff.

### What NOT to Ask

• Credit card numbers
• Health card / insurance numbers
• Social Security numbers
• Passwords or PINs
• Detailed medical histories
• Any personally identifiable sensitive data

---

Where Answers Go

Patient responses are saved to the appointment record:

In OutSmart

Answers appear in the appointment’s description field:

• Formatted with Q: and A: labels
• Each question/answer on its own line
• Visible to staff viewing the appointment

Format Example

Questionnaire Responses:
Q: What is the main reason for your visit today?
A: Annual checkup

Q: Do you have any allergies?
A: Penicillin

---

Good Questionnaire Questions

Recommended Types

Purpose	Example Question
Visit reason	”What brings you in today?”
Allergies	”Do you have any allergies we should know about?”
Current medications	”Are you currently taking any medications?”
Referral source	”How did you hear about us?”
Special needs	”Do you have any accessibility requirements?”

Writing Good Questions

• Keep questions clear and concise
• Use patient-friendly language
• Avoid jargon or technical terms
• Be specific about what you’re asking

---

When to Use Questionnaires

Good Candidates

• Initial consultations
• New patient appointments
• Services requiring preparation info
• When pre-visit information saves time

May Not Be Needed

• Quick follow-up visits
• Established patient appointments
• Simple, routine services
• When minimizing booking friction is priority

---

Questionnaire and SmartForms

Feature	Questionnaire	SmartForms
Location	Booking flow	Patient portal
Depth	Quick questions (1-5)	Detailed forms
Required account	No	Yes
Response storage	Appointment description	Form system
Complexity	Simple text answers	Rich forms, signatures, etc.

---

Troubleshooting

Questionnaire Not Appearing

• Verify the setting is enabled
• Refresh the booking page
• Check that you’re testing the right page

Questions Not Saving

• Ensure you clicked Save in the editor
• Check for validation errors
• Each question must have text

Required Questions Bypassable

• Verify the “Required” checkbox is checked
• Re-save the questions
• Test in incognito mode

Answers Not Visible in Appointment

• Answers are in the description field
• Check the appointment details in OutSmart
• Scroll down in the appointment view

---

Next Steps

• Calendar Settings - Booking horizon
• Contact Display - Phone/email display