# Create PFA Folders ## Overview Patient Facing Assessments (PFAs) are assessment forms that can be sent directly to patients or contactable profiles via a unique, shareable URL. PFAs are delivered through Email or SMS and allow patients to complete assessments independently, without requiring Care app access. Multiple assessments can be grouped within a single PFA Folder and delivered via one link, and PFAs can be customized with your organization's branding, colors, and logos. ## Key Features * **Self-Service Assessment Completion** – Patients complete forms on their own schedule * **Multiple Assessments per Link** – One PFA Folder can contain multiple related assessments * **Unique URLs** – Each PFA link is unique and tracked for completion status * **Email & SMS Delivery** – Send via either communication method * **White-labeling** – Customize appearance with organization branding * **Single Active Link** – Only one PFA link is active per patient at a time * **Progress Tracking** – Monitor completion status in Care portal ## Prerequisites Before creating a PFA Folder: 1. You have already created Assessment/Form template(s) in Designer 2. You have appropriate permissions to edit visual components in Designer 3. You understand your organization's branding guidelines For information on creating assessment forms, see [How to Create an Assessment or Form Template](/designer/documents-and-assessments/how-to-create-an-assessment-or-form-template.md). ## Step-by-Step: Create a PFA Folder ### Step 1: Access PFA Configuration in Designer 1. Log into Designer 2. Click **Create Draft** to start a new configuration draft 3. Navigate to **Visual Components** > **PFA Folder** in the left sidebar 4. Click **+ New** in the upper right corner to create a new PFA Folder ### Step 2: Enter Basic Information Fill in the following fields: 1. **Title** – Display name for the PFA Folder (visible to patients) * Example: "Quarterly Health Assessment" * Should be clear and professional 2. **Name** – Internal system name (lowercase, numbers, underscores, hyphens) * Auto-populates from Title but can be customized * Example: `quarterly-health-assessment` * This name appears in system logs and dropdowns 3. **Description** (optional) – Internal notes about the PFA's purpose * Helps care team understand when/why to use this PFA * Not visible to patients ### Step 3: Add Assessments to the Folder 1. Click **+ Add Assessment** or similar button 2. From the list of available assessments, select which forms to include: * Can add one or multiple assessments * Assessments appear in the order you add them * Patients complete them sequentially **Example PFA with Multiple Assessments:** * Vital Signs Assessment (first) * Depression Screening (second) * Medication Adherence Survey (third) ### Step 4: Configure Branding (Optional) Customize the appearance for your organization: 1. **Organization Logo** – Upload your organization's logo * Appears at the top of the patient-facing form * Recommend: PNG or JPG, 200-300px width 2. **Color Scheme** – Select primary and accent colors * Primary color: Used for buttons and headings * Accent color: Used for highlights * Choose colors that match your brand guidelines 3. **Organization Name** – Display name shown to patients 4. **Contact Information** – Optional footer with clinic details * Phone number * Email * Address 5. **Help Text** – Optional instructions shown at the top * Brief explanation of what the patient is completing * Example: "Please take 5-10 minutes to complete this health check-in" ### Step 5: Configure Completion Behavior 1. **Allow Discard** – Check if patients can exit/discard the PFA without completing * If unchecked, patients must complete or explicitly cancel 2. **Completion Message** – Message shown after submission * Example: "Thank you for completing this assessment. Your care team will review your responses." * Default message is provided if not customized 3. **Redirect URL** (optional) – Where patient is sent after completion * Can point to your organization's website * Can link to patient education materials ### Step 6: Set Expiration (Optional) 1. **Link Expiration** – Set how long PFA remains valid * Options: Never expire, 7 days, 14 days, 30 days, custom * After expiration, patients cannot access the link * Default: No expiration (link remains active until completed) ### Step 7: Save and Publish 1. Click **Save** to save the PFA Folder configuration 2. Click **Publish** to make it available for use in Care 3. The PFA Folder is now ready to be sent to patients ## Sending PFAs to Patients in Care Once published, PFA Folders can be sent through automations or manually by care team members. ### Manual Send (from Patient Profile) 1. Navigate to patient's profile in Care app 2. Look for **Send Assessment** or **Assessments** section 3. Select the PFA Folder you want to send 4. Choose delivery method: **Email** or **SMS** 5. Confirm patient's contact information is correct 6. Click **Send** 7. Patient receives unique link in Email or SMS ### Automated Send (via Automation) Configure an automation to automatically send a PFA Folder: 1. Create an automation with appropriate trigger (e.g., program enrollment, date milestone) 2. Select **Send PFA Folder** as the action 3. Choose which PFA Folder to send 4. Select delivery method (Email or SMS) 5. Publish the automation 6. Patients in matching conditions receive the PFA automatically For more information, see [Automations that Trigger Outbound Communications](/designer/automations/automations-that-trigger-outbound-communications.md). ## Important Notes on PFA Behavior ### Single Active Link Per Patient * Patient can only have **one active PFA link** at a time * If you send a new PFA link while a previous one is active: * The new link becomes active * The old link is deactivated * Only the most recent link works * Patient must complete or discard the PFA before another can be sent ### Link Behavior * Links are **unique per patient** – each patient gets their own URL * Links are **not reusable** – they don't expire or need expiration dates once completed * Patients **do not need to log in** to Welkin to complete a PFA * Patients can complete PFAs on **mobile or desktop** ### Completion Tracking * Completion status appears in Care portal * Care team can see: * When link was sent * When patient completed/discarded * Responses submitted * Completion triggers automations (if configured) ## Best Practices 1. **Grouping Strategy** – Include 3-5 related assessments per PFA Folder for patient convenience * Too many assessments = patient fatigue * Too few assessments = many separate emails 2. **Clear Naming** – Use patient-friendly titles that explain why assessment is needed * ✓ Good: "Monthly Check-in" * ✗ Poor: "CDTF\_Assessment\_Bundle\_v3" 3. **Branding Consistency** – Ensure logos and colors match patient materials and communications 4. **Timing** – Don't oversend PFAs * Space PFAs at least 2-4 weeks apart * Align with care plan schedule 5. **Instructions** – Include clear completion instructions in help text * Estimate time needed to complete * Explain why you're asking * Note any medical context 6. **Mobile Friendly** – Test on mobile phones to ensure responsive design 7. **Contact Info** – Include support contact in case patients have questions 8. **Reminders** – Consider automating reminder sends if patients don't complete within specified timeframe ## Troubleshooting ### PFA Link Not Working **Problem:** Patient clicks link and gets error **Solutions:** * Verify PFA Folder is published * Check link wasn't already completed (single-use) * Confirm patient's email is correct if sent via Email * Check link expiration settings if configured ### Patient Feedback on Branding **Problem:** Patients confused about which organization sent PFA **Solutions:** * Ensure organization logo is visible at top * Add clear organization name in header * Include contact information for support * Use branded colors throughout ### Assessments Not Showing **Problem:** Patient opens PFA but sees no assessments to complete **Solutions:** * Verify assessments are included in the PFA Folder * Confirm assessments are published in Designer * Check PFA Folder is published * Resend the link if it was created before assessments were published ## Related Topics * [How to Create an Assessment or Form Template](/designer/documents-and-assessments/how-to-create-an-assessment-or-form-template.md) – Creating assessment forms * [Automations that Trigger Outbound Communications](/designer/automations/automations-that-trigger-outbound-communications.md) – Automating PFA sends * [How to Add Assessments to a Template](/designer/documents-and-assessments/how-to-add-assessments-to-a-template.md) – Adding assessments to messages * [Create PDFs from Forms & Assessments](/designer/documents-and-assessments/create-pdfs-from-forms-assessments.md) – Assessment result documentation * [Designer: How to Create Automations](/designer/automations/designer-how-to-create-automations.md) – Automation basics --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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