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Automating Forms and Assessments for Group Programs

Attach Forms and Assessments to a Group Program and Wellifiy sends them to each enrolled patient automatically at Commencement and Completion. This is ideal for collecting baseline data, consent, and outcome measures such as the K10 or DASS-21 without your team needing to send anything manually.

📍 Where to Set This Up

Go to: Group Programs → [select your program] → Overview tab

Scroll to the bottom of the tab. You'll find two sections:

  • Commencement Forms / Assessments
  • Completion Forms / Assessments

📥 Adding a Form or Assessment

  1. Click + Add Form or + Add Assessment under the relevant section
  2. Search for and select the item from the list
  3. Repeat to attach as many items as you need — each section can hold multiple Forms and Assessments

To remove an item, click the 🗑 trash icon beside it.

⏰ When Each Trigger Fires

  • Commencement — sent on the morning of each patient's individual Start Date, which is set when the patient is enrolled in the program. This is per patient, not the program's overall start date, so patients joining a rolling program each receive their commencement items at the right time.
  • Completion — sent when the patient's status in the Group Program is changed to Completed.

👀 What Happens Next

Once attached:

  • Patients are notified when a commencement or completion item is assigned to them
  • They complete it in the Patient App or Patient Web Portal
  • Completed items appear under the patient's Docs & Forms or Assessments section, where Team Members can track completion

Only patients enrolled in the program receive these items.

🧩 Common Use Cases

Goal Recommended Tool
Collect baseline mental health data Assessment (e.g. K10, DASS-21)
Consent or intake Form
Post-program feedback Form
Measure outcome change Pre/post Assessment

💡 Best Practices

  • Commencement items are tied to each patient's Start Date, which is required when enrolling a patient as Booked — double-check it's correct before the program begins
  • You can update the attached Forms and Assessments at any time before they're triggered
  • For a one-off or mid-program send, use Bulk Send Form or Assessment to All Patients in a Group Program instead — it sends the item immediately and doesn't affect the Commencement or Completion triggers

Next step: ➡️ See Enrolling Patients in Group Programs and Updating Status to set Start Dates and manage patient statuses.