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Patient Onboarding

Patient onboarding is the short set of questions a new patient answers when they first set up their account in the Patient App or Patient Web Portal. You decide which questions are asked and in what order. There are two kinds: an optional question that allocates the patient to a Patient Group, and profile questions whose answers populate fields on the patient's record.

📍 Turning Onboarding On

Go to Administration → Portal Settings → Patient Onboarding, then click Edit.

Tick Enable Onboarding and click Save. This is the master switch: when it's off, new patients aren't asked any onboarding questions, including the group allocation question. The same dialog holds the Patient Group Allocation Onboarding Question field, covered further down.

📝 Profile Questions

Profile questions collect information straight into a patient's profile fields as they onboard.

A Custom Field is asked during onboarding when both of these are true:

  • The field has text in its Onboarding Prompt, set on the field in the Patient Profile Builder (see the Patient Profile Builder article).
  • Onboarding is enabled, using the Enable Onboarding setting above.

The text you enter in the Onboarding Prompt is the question the patient sees, and their answer is saved into that field. For example, you might ask 'What are you here for today?', 'What are your goals for care?', or 'How did you hear about us?', with each answer populating its own field. On the Patient Profile Builder list, any field set up this way shows Onboarding: Yes.

Profile questions follow the order of your Custom Fields. To change the sequence, reorder the fields in Administration → Custom Fields (see the Custom Fields article).

👥 Group Allocation Question

You can optionally ask one question that allocates each patient to a Patient Group based on their answer. It's asked first, before any profile questions, and it's a multiple-choice question.

To set it up:

  1. In Administration → Portal Settings → Patient Onboarding, click Edit, enter your question in the Patient Group Allocation Onboarding Question field, then Save.
  2. On each Patient Group you want as a possible destination, open the group, edit its Patient Group Details, and fill in Patient Answer That Assigns to This Patient Group.

Each group's Patient Answer That Assigns to This Patient Group becomes one of the multiple-choice options. When a patient picks an option during onboarding, they're allocated to the Patient Group whose answer matches their choice.

The allocation question only appears when the Patient Group Allocation Onboarding Question field has text. Leave it blank and no allocation question is shown.

🔢 The Onboarding Sequence

For a new patient, questions are asked in this order:

  1. The Patient Group Allocation Onboarding Question, if one is set.
  2. Each profile question (every Custom Field with an Onboarding Prompt), in the order of your Custom Fields.

💡 Keep onboarding short. Aim for roughly three to five questions, and eight or nine at the most: asking too many can cause patients to drop off and not finish signing up. Add an Onboarding Prompt only to fields a patient genuinely needs to complete up front, and leave the rest to be filled in later from the Staff Portal, or by the patient in their profile if the field is set to Editable.