Read and export responses

The Responses tab holds three views of the same answers: a summary of everyone, a question at a time, and one person at a time. Filters narrow all three at once. When you need the answers outside ClinikEHR, Export gives you a spreadsheet.

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The three views

• Summary — counts and charts across everyone who answered. It shows no individual answers, so opening it is not opening anybody’s record.
• Question — one question at a time, with every answer to it underneath.
• Individual — the list of responses, and one person’s whole response when you open it.

Opening an individual response is recorded in your practice’s audit log, because it is a clinical record being read. Looking at the summary is not. Across the top of Summary sit four numbers: Responses, Completion rate, Average time to answer and Flagged. Completion rate is the share of visits to the form that ended in a response, and the line under it says what it counted — for example “12 of 40 visits ended in a response”. A visit is one person opening the form in one browser tab; opening it again in the same tab is the same visit. Completion rate shows ”—” in two cases, and says which:

• Not measured yet — nobody has opened this version of the form since visits began to be counted. Forms published earlier start counting from the next person who opens them.
• Not measured while a filter is on — a filter narrows the responses but cannot narrow the people who opened the form, so there is no honest share to show.

A Location question’s card counts how many people shared a location and why the others did not, and how many areas hold five or more shared locations. It never shows a place on a map or a coordinate, and smaller areas are not counted, so nobody can be picked out. Each response is named by a short reference, such as “Response 3F9A1C2B”. The reference belongs to the response, so it stays the same whatever you filter, sort or page through — safe to quote to a colleague.

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Narrow down what you are looking at

The filters sit above all three views, and they apply to all three at once — and to an export. On Summary that includes Prescreening outcomes and How this quiz behaved: every number on the page is about the same responses, for the version named at the top. On the Question view, a question with fixed choices has a See who answered button under each choice (Essential and above on Clinic & Hospital; Starter and above on Pharmacy and Diagnostics). It takes you to Individual with only those responses listed, and says so above the list; remove it with the cross beside it. The filters are part of the page address. Reload, use the back button, or send the address to a colleague who has access, and it opens on the same responses. When nothing matches, the list says No responses match these filters. — that is different from a form nobody has answered yet.

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Save a view as a report

A view you come back to — this month’s Needs review responses, or everyone who answered Yes to one question — can be kept under a name. Saved reports is next to the filters on every view, and is available on every plan. A saved report keeps the view, not the answers: responses that arrive later appear in it. The bin beside a name deletes the report — only the saved view goes, and that works on any plan, so a practice that changes plan can still tidy up.

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Compare groups

On Summary, Compare groups (Essential and above on Clinic & Hospital; Starter and above on Pharmacy and Diagnostics) splits every chart by the answer to one question — for example, how people who chose each clinic location answered everything else. If a question can no longer be used to split — it changed in a newer version, for example — Summary shows the results without the split and tells you the split was not applied.

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Where responses came from

A form that records the approximate location of each connection shows Where responses came from on Summary: the countries and regions responses were sent from, as a share of the responses that carried a location. A country or region with fewer than five responses is not listed, and a line under the table says how many were left out. On a small form, a single response from a small town is enough to identify somebody. No map is drawn, and an exact location a patient chose to share is never plotted here.

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Work on several responses at once

On Individual, tick the responses you want — or tick the box in the header to choose every response on the page — and a bar appears above the list. Acting on more than one response at a time is on Essential and above (Clinic & Hospital) or Starter and above (Pharmacy, Diagnostics); on Free the bar says so, and you can still flag, assign or move to trash one response at a time from the response itself. You can act on up to 500 responses at a time. The message afterwards counts what actually changed, and says separately how many were already in that state — so ticking ten responses when three were already flagged tells you seven were flagged, not ten.

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Trash

Move to trash is for a response that should not be in this form’s results — a test you sent yourself, or a duplicate. Nothing is deleted: the response keeps its answers and its history on the Trash tab, and Restore from trash returns it exactly as it was. This is about individual responses. Archiving a whole form is a different action, on the form itself.

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Choose the columns

Columns chooses what the list shows beside each response: Received, Source, Score, Outcome and Reviewer. Your choice is remembered for you on this form; it does not change anybody else’s view.

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One response at a time

Opening a response shows every question in the order it was asked, with — for a question somebody did not answer.

• Previous and Next move through the responses in your current filters, in the same order as the list.
• History lists what happened to the response — when it was started, each page moved through, when it was submitted — and what your team did to it afterwards.
• A drawn signature shows as Show signature. The image appears when you select it, and viewing it is recorded in your practice’s audit log, the same as opening an attachment.
• Reviewer shows who the response is assigned to, if anybody.
• Marks show beside each question on a form that carries them, as the marks earned out of the marks it is worth.
• Adjust mark changes the mark a question earned — for an answer the key did not expect but that is right. You write a reason before you can save. The question then shows Adjusted, with what it changed from and to, when, and your reason, and the score reads Adjusted after review. Return this question to its automatic mark puts the original back, and is recorded the same way. Adjusting needs the Adjust quiz marks permission.
• A form that shuffles its questions lists them in the order this respondent saw them, and says so.
• On a screening form, what the result led to shows under the details: Joined the waiting list (with where they are on it and since when), Agreed to be contacted (and whether a CRM contact was added) and Booked from the result. Only what happened is shown — nothing appears when none of these did.

The mark the form worked out is never overwritten: an adjusted mark is kept beside it, and every change is recorded in your practice’s audit log. A response in trash says so at the top, with Restore beside it.

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Share results on a public page

You can publish a page of a form’s results — for a staff survey or a community poll, say — that anybody with the link can read without signing in. What the page shows, and what it never shows:

• Only questions with fixed choices, scales and grids. Nothing anybody typed, no numbers, no dates, no names, no email addresses, and no locations.
• Nothing at all until at least five valid responses have arrived. Before then, the page says it is waiting for more.
• Any count under five reads Fewer than 5. Where hiding one small count would let somebody work it out from the total, another count is hidden with it.
• Flagged responses and responses in trash are not counted.

The page is only reachable while the form is published and open to anyone with its link. It is not offered to search engines unless the form itself is public. Turning the switch off takes the page down straight away.

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See what happened to the form

The Activity tab is the form’s own history: every time somebody opened it, moved through it or submitted, and everything your team did to it — published, changed a setting, exported. Filter it to People answering, Your team, or leave it on everything. It tells you how each answer arrived — from the public link, from an invite, or from the patient portal — but never who an anonymous respondent was, and never where they were. Opening this tab is not recorded in your audit log, because it shows what happened rather than what anybody wrote.

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Screening forms: what to do with a “Needs review”

A screening form can decide on its own whether somebody qualifies — Eligible, Not eligible, or Needs review when its rules cannot tell. The ones it cannot decide gather in a Review tab on Forms, which appears only when something is waiting and shows how many. Each row names the form, when the answer arrived, and whatever the form’s author wrote about why it needs a look. It does not show anybody’s answers — to read those, open the response. A long queue is split into pages. Show at the foot of the list sets how many rows a page holds, and the line beside it says how many are waiting in all — the number on the Review tab counts every one of them, not only the page you are on. Eligible and Not eligible each record your decision with your name and the time, and you can say why. That note stays with the response; it is not written to your practice’s audit log, because it is clinical detail rather than a record of what you did. Counts and filters elsewhere show your decision, not the form’s, so a queue you have worked through reads as done. On Summary, Prescreening outcomes shows the counts for the version named at the top of Summary and the filters you have on and, under Outcomes over time, the same outcomes week by week. Which rule set the outcome counts the responses each of your Logic rules decided, most first, so you can see which rule does most of the sorting — a rule you have since deleted is counted as A rule no longer in this form. It counts the rule the answers met, so a result a colleague changed on review still counts under its rule. When people booked through the Book button on their result, a line says how many.

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The waiting list

When a screening outcome’s next step is Tell them they are on a waiting list, everyone who reaches it is added to the Waiting list tab on Forms — the tab appears only when somebody is waiting. The list is oldest first and shows the form and when each person joined, never their answers. A long list is split into pages — Show sets how many a page holds — and the number beside each person is their place on the whole list, counting the pages before. In CRM means they agreed to be contacted and have a CRM contact; Booked means they booked through their result.

• Offer a place records that you offered one, with your name, the time and an optional note. Nothing is sent to them from here.
• Take off the list asks you to confirm, and keeps their response.
• Put back on the list is on the Place offered and Taken off the list views.

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Follow up in CRM, with permission

On the Logic tab, What the practice does can add a person to your CRM contacts with a follow-up task for an outcome. Choose the questions that hold Their name, Their email and Their phone. The form then shows The practice may contact me about my result above Submit, unticked. Only when somebody ticks it is a contact made — with their name, contact details and their result, never their answers. Nobody who leaves it unticked is added.

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Tell a team about a result

What the practice does can instead Notify a team. Choose Front desk, Clinical team or Managers under Which team. When a response reaches that outcome, a notification titled Prescreen follow-up with the team’s name appears in your practice’s notifications, linking to the form’s responses. It names the form and the team — never the person or their answers. The notification is for everyone who can see your practice’s notifications; the team’s name says who should pick it up. It follows your Document notification setting, is raised once when the response is first submitted, and never for a response held back as suspected automated traffic.

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Bookings from a result

When an outcome offers an appointment, the Book button carries a one-time reference, so the booking records which screening result it came from — including a booking paid for online, which is linked once the payment is confirmed.

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What a screening form offers next

On the form’s Logic tab, What each answer tells them holds the message for each outcome and what to offer next. Choose Offer them an appointment and, when your clinic has a booking page, Which service to open lists the services on it. Pick one and the respondent’s Book button opens your booking page with that service already chosen; leave it on Let them choose and they start from the full list. If a service you chose is later removed from your booking page, the box says so and the button opens the full list.

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How this quiz behaved

A form that carries marks gets an extra panel on Summary, above the per-question charts. It is not there on a form without marks. A negative number under “Tells them apart” is worth looking at. It means the people who scored best overall did worse on that question, which usually means the answer key for it is wrong. The panel says so beside the number. Both of those columns stay blank until enough people have answered — ten and twenty respectively. A figure worked out from three people would look definite and mean nothing, so it is not shown at all. A form with no pass mark has no pass rate, and the panel says that rather than showing 0%. Above the question table the panel also shows:

• How people scored — how many people reached each score, with the pass mark drawn across the chart as a dashed line: bars on or past the line reached it. A pass mark set as a percentage is drawn at that share of the most a response could score. The pass mark is also named above the chart. When somebody took the quiz more than once, they count once, with the attempt set in Settings → Marking (their latest by default). The question figures still count every attempt.
• Pass rate over time — how many passed and did not pass each week.
• Average time — how long an attempt took, from opening the form to sending it. ”—” when nothing was timed.
• Attempts — how many attempts there were, and Attempts per person when anybody tried more than once.

Where somebody has adjusted a mark, the panel counts the adjusted mark, not the automatic one.

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Export the answers

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Export every week

Under Every week on the same sheet, choose a day and a time and select Export every week. The same file — the shape, responses and format chosen above — is built every week in your clinic’s time zone. You get a notification in the app when it is ready, and it waits on this sheet for 24 hours like any export. Nothing is emailed. Each week your permission, your role and your plan are checked again; if one has changed, that week is skipped and the sheet says why. Weekly exports need Essential or above on Clinic & Hospital, or Starter or above on Pharmacy and Diagnostics. Stop ends it. A weekly export is yours alone — colleagues set up their own. Responses in trash are never exported.

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What the file contains

A column for every question on the published form, in the order they appear, plus when the response arrived and whether it was flagged. An answer somebody did not give is an empty cell — never a zero, which would read as an answer. If the form changed between versions, a response given to an older version still exports: any question it never saw is simply empty. A file upload appears as the filename, not the file. Download the file itself from the individual response.

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Check it worked

The export appears in the list on the sheet with a Ready state and a file size, and downloads when you select it. Open it: the first row is your questions, and the number of rows below matches the count on the Individual view for the filters and set you chose.

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If something goes wrong