Sharing questionnaires

Why share questionnaires manually?

Manually sharing questionnaires gives you full control over when and how patients complete forms - outside of scheduled consult workflows.

This approach is ideal when you want to:

• Send a questionnaire at a specific moment in care
• Collect additional information between appointments
• Share forms without creating or modifying a consult

From the patient profile, you can quickly share a single questionnaire or a group, track completion status, and send reminders if needed, all in one place.

Patients receive a secure link and can complete questionnaires from their portal on any device, making the process simple and accessible.

How to share a questionnaire

To share questionnaires with your patients, you must first set up the questionnaires on your account.

To share a questionnaire with your patient from the patient's profile, go to the Progress tab > Questionnaires. 

Here you will see a list of any questionnaires you have already shared with your patient, and whether the patient completed them or not. 

To share a questionnaire with your patient, click Share a questionnaire and select Single questionnaire or Questionnaire group:

What Happens After You Share a Questionnaire

Once shared:

• The patient receives an email notification
• Notifications are sent after a short delay of approximately 15 minutes to avoid multiple emails when sharing several questionnaires at once
• Patients can complete questionnaires from their secure portal on any device

Complete a Questionnaire With a Patient

In addition to sending questionnaires for patients to complete on their own, you can also complete them together during a session.

This is especially useful when:

• A patient hasn’t completed a questionnaire in advance
• You want to guide responses or clarify questions in real time
• The patient prefers in-person support

From the patient’s profile, under Progress > Questionnaires, select Complete a questionnaire:

Use manual sharing when you want flexibility and control outside of a scheduled appointment.

If you’d prefer questionnaires to be sent automatically before or after a consult, refer to the guide Sending questionnaires ahead of or after a consult

Send a reminder to complete a questionnaire

If you would like to send a reminder email to the patient to complete any uncompleted questionnaires, click on the Send reminder button:

The Send reminder button will only appear if all the following criteria are met:

• The patient has an email address on file; and
• The patient has at least one uncompleted questionnaire; and
• No questionnaires were shared with the patient in the last 24 hours; and
• The last reminder email was sent more than 24 hours ago (i.e. only one reminder email can be sent in 24 hours).

Related Guides

Looking to go further with questionnaires? These guides walk you through additional ways to use them in your workflow:

• Sharing questionnaire groups on Embodia – Send multiple questionnaires at once for streamlined intake or assessments
• Sharing recurring questionnaires on Embodia – Automate repeated outcome tracking over time
• Sending questionnaires ahead of or after a consult – Automate delivery as part of your scheduling workflow