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Email Surveys

InSched can automatically send email surveys to patients after appointments or procedures. This is useful for collecting patient satisfaction feedback, follow-up care responses, and practice improvement data.

Accessing Survey Configuration​

Select Setup > E-mail Survey Configuration from the menu.

Setting Up a Survey​

Each survey configuration defines when and how automated emails are sent:

Basic Settings​

  • Email Name - A descriptive name for this survey (e.g., "Post-Consultation Survey", "Post-Surgery Follow-up")
  • Event Type - Which type of appointment triggers this survey (e.g., Consultation, Surgery)
  • Consult or Surgery - Whether this is a post-consultation or post-procedure survey

Timing​

  • Days After Event - How many days after the appointment to send the email (e.g., 3 days after surgery)
  • Days Late to Send Survey - Grace period if the email is delayed; after this many additional days, the survey is skipped
  • Time For Email - Time of day to send (e.g., 2:00 PM)
  • Weekday Only - Check to only send surveys Monday through Friday
  • Minimum days between emails - Prevents sending multiple survey emails to the same patient in quick succession

Personnel​

  • Physician - Link to a specific physician
  • Nurse - Link to a specific nurse
  • Coordinator - Link to a specific coordinator

Email Content​

  • Document - Select the document template for the email body
  • Signature - Select the email signature to use
  • Subject - The email subject line
  • From Email - Sender email address
  • From Name - Sender display name
  • BCC Address - Blind copy address for all survey emails (useful for keeping a record)

Status​

  • Inactive - Check to disable this survey configuration without deleting it

Managing Surveys​

The survey configuration grid allows you to:

  • Add new survey configurations
  • Edit existing configurations
  • Show Email Report - View a report of surveys that have been sent
  • Send Report By Email - Email the survey report to someone
  • Send Emails Now - Manually trigger surveys for today (normally surveys are sent automatically at the configured time)

How Automated Surveys Work​

  1. A patient has an appointment of the configured Event Type
  2. The appointment is completed (checked out)
  3. InSched waits the configured number of days
  4. At the configured time, the survey email is automatically sent
  5. If the "Days Late" grace period has passed, the survey is skipped
  6. The survey is logged in the communication history

Survey Timing Configuration​

Survey emails are sent from a designated computer in your office. Configure which computer sends surveys in Preferences > Synchronization:

  • E-mail Surveys Sent FROM THIS COMPUTER - Check this on the workstation that should send automated surveys
  • E-mail Survey Time - The time of day to process and send surveys

Only one workstation should have this enabled to avoid duplicate emails.