Add Assessments to a Template

Overview

Welkin Health enables you to embed assessments (forms) directly into Message Templates, allowing organizations to send communications to patients that include interactive assessments they can complete. This functionality makes it easy for patients to complete health evaluations, check-ins, and surveys directly from communication channels without requiring them to log into a separate portal.

To add assessments to a Message Template, you'll use Patient Facing Assessment (PFA) Folders as the vehicle for delivery. Assessments are grouped in PFA Folders, which are then embedded as links in Message Templates.

Key Concepts

• Message Template – Communication content (Email or SMS) sent to patients

• PFA Folder – Container holding one or more assessments with branding options

• Assessment/Form – The actual questionnaire or form patients complete

• Embedded Link – Unique URL included in message that takes patient to assessment

Prerequisites

Before adding assessments to a Message Template, ensure:

1. Assessment(s) Created – Forms are already created in Visual Components > Forms

2. PFA Folder Created – You've grouped assessments in a PFA Folder with branding

3. Message Template Access – You have permissions to create/edit Message Templates

4. Team Permissions – Appropriate roles can send messages to patients

For guides on creating these components, see:

• How to Create an Assessment or Form Template

• Create Patient Facing Assessment (PFA) Folders

Step-by-Step: Add Assessments to a Message Template

Step 1: Create or Access a Message Template

1. Log into Designer

2. Click Create Draft to start a new configuration draft

3. Navigate to Message Template in the left sidebar

4. Either:

   • Click + New to create a new message template, OR

   • Click on an existing template to edit it

Step 2: Compose the Message Body

Write the main message content that will be sent to patients:

1. In the message body editor, compose your communication

2. Include context about why they're being asked to complete the assessment

3. Provide any necessary instructions or background

Example message:

Hello {first_name},

As part of your ongoing care, we'd like to check in on how you're feeling.
Please take 5-10 minutes to complete the following health assessment.
Your responses help us provide you with better care.

Click the link below to get started:
[ASSESSMENT LINK WILL GO HERE]

Thank you,
Your Care Team

Step 3: Insert the Assessment/PFA Link

Option 1: Using PFA Variable (Recommended)

1. Position your cursor in the message where the link should appear

2. Click the Variable button or {} icon (usually above message body)

3. A variables drawer opens on the right

4. Look for PFA Links or Patient Facing Assessments

5. Select the PFA Folder you want to embed

6. The variable is inserted into your message:

   {{pfa_link_quarterly_assessment}}

The variable will automatically be replaced with the unique PFA link when the message is sent to each patient.

Option 2: Manual PFA Folder Selection (Alternative)

1. Below or near the message body, look for Assessment Settings or Attachments

2. Click + Add Assessment or Link Assessment

3. From the list of available PFA Folders, select the one you want

4. The system may automatically insert a variable or provide you with a link to add

Step 4: Add Additional Context (Optional)

After inserting the assessment link, you may want to add:

1. Completion Instructions – "Please complete by [date]"

2. What to Expect – "You'll be asked [number] of questions"

3. Support Info – "If you have questions, contact us at [phone/email]"

4. Reminder – "This assessment will take approximately [X] minutes"

Example enhanced message:

Hello {first_name},

As part of your ongoing care, we'd like to check in on how you're feeling.
Please take 5-10 minutes to complete the following health assessment.
Your responses help us provide you with better care.

Click the link below to get started:
{{pfa_link_quarterly_assessment}}

You'll be asked about your current symptoms and overall health.
Your responses are confidential and will be reviewed by your care team.

Please complete by {date_one_week_from_now}.

Questions? Contact us at [phone].

Thank you,
Your Care Team

Step 5: Configure Message Delivery Settings

1. Delivery Method – Choose Email or SMS

   • Email: Can include longer text and formatted content

   • SMS: Limited to 160 characters (multiple messages if needed)

2. Sender – Determine who the message comes from

   • Your organization name

   • A specific care team member

   • A general clinic inbox

3. Timing (if using automation)

   • Immediate send

   • Scheduled for specific date/time

   • Triggered by patient event

Step 6: Preview the Message

1. Click Preview to see how the message appears to patients

2. Verify:

   • Message text is clear and professional

   • Assessment link is visible

   • Formatting looks good (especially if using Email)

   • Link works properly

3. For Email: Preview both desktop and mobile views

4. For SMS: Verify character count and message breaks

Step 7: Save and Test

1. Click Save to save the Message Template

2. If part of automation, configure trigger and conditions

3. Test before publishing:

   • Send test message to yourself or team member

   • Click the assessment link in the actual message

   • Verify assessment appears correctly

   • Complete a test assessment to confirm data is captured

   • Check that responses appear in patient profile

Step 8: Publish

1. Review all settings one final time

2. Click Publish to make the Message Template available

3. Template is now available for:

   • Manual sending by care team members

   • Automated sending via automations

   • Multi-use across multiple patient communications

Using Assessments in Different Message Types

Patient Check-in Messages

Purpose: Regular health status updates

Message Template Example:

Hi {patient_first_name},

It's time for your monthly check-in. Please let us know how you've been doing
by completing the assessment below.

{{pfa_link_monthly_check_in}}

Takes about 5 minutes. Thank you!

Post-Visit Assessments

Purpose: Follow-up after appointments or encounters

Message Template Example:

Thank you for your visit on {visit_date}.

To help us provide better care, please complete this brief assessment:

{{pfa_link_post_visit_feedback}}

Your feedback is valuable and helps us improve our services.

Program Enrollment Assessments

Purpose: Baseline assessment when enrolling in new care program

Message Template Example:

Welcome to the {program_name} program!

To get started, we need to gather some baseline information.
Please complete this assessment:

{{pfa_link_program_enrollment}}

This helps us understand your current health status and create a personalized care plan.

Medication Management Assessments

Purpose: Monitor medication adherence and side effects

Message Template Example:

Hi {patient_first_name},

Please help us monitor how your {medication_name} is working by
completing this brief assessment:

{{pfa_link_medication_adherence}}

Your responses help us ensure the medication is helping you and not causing problems.

Automating Assessment Delivery

Using Message Templates with Automations

To automatically send Message Templates containing assessments:

1. Create an automation (see Designer: How to Create Automations)

2. Set Trigger Event (e.g., "Program Enrollment", "Date Milestone Reached", "Assessment Completed")

3. Set Conditions (e.g., "Patient in Diabetes Program")

4. Set Action to "Send Message"

5. Select your Message Template containing the assessment

6. Configure timing (immediate, delayed, etc.)

7. Publish the automation

Example Automation:

Trigger: Patient enrolled in Diabetes Management program
Condition: Patient age > 18
Action: Send Message Template "Diabetes Program Welcome"
Timing: Immediately upon enrollment

When this automation fires, patients receive the welcome message with the embedded assessment link.

Best Practices

1. Clear Instructions – Explain why the assessment is important and what to expect

2. Appropriate Timing – Don't overwhelm patients with too many assessments

   • Space assessments at least 2-4 weeks apart

   • Align with care plan schedule

3. Mobile-Friendly – Ensure assessment link works on mobile phones

4. Character Limits – For SMS, keep message short; link should be prominent

5. Branding – Ensure PFA Folder uses your organization's logos and colors

6. Completion Reminders – Consider follow-up messages if patient doesn't complete

7. Thank You Messages – Send confirmation after completion

8. Data Utilization – Review assessment responses and use them to inform care decisions

9. Privacy Assurance – Mention data privacy/confidentiality in message if appropriate

10. Test Thoroughly – Always test message and assessment link with actual patients before broader rollout

Troubleshooting

PFA Link Not Appearing in Message

Problem: PFA variable shows instead of link or link is missing

Solutions:

• Verify PFA Folder is published in Designer

• Confirm you selected the correct PFA Folder when inserting variable

• Check that message template is published

• Refresh Designer and try inserting variable again

Assessment Not Loading When Patient Clicks Link

Problem: Patient clicks link but gets error or blank page

Solutions:

• Verify PFA Folder is published

• Check that assessments in the folder are published

• Test link in different browser

• Clear browser cache and retry

• Verify patient has permission to access the assessment

Link Expires Before Patient Completes

Problem: Patient tries to access assessment after some time and gets error

Solutions:

• Check PFA Folder expiration settings (should be "Never" or "30+ days" for most use cases)

• Resend link if it has expired

• Consider shortening time allowed before completion

• Set reminder automation to send before expiration

Message Not Being Sent

Problem: Automation or manual send doesn't deliver message with assessment

Solutions:

• Verify Message Template is published

• Check patient has valid email address (for Email) or phone (for SMS)

• Verify automation trigger conditions are met

• Check system logs for delivery failures

• Confirm user has permission to send messages

Related Topics

• How to Create an Assessment or Form Template – Creating forms

• Create Patient Facing Assessment (PFA) Folders – Creating PFA containers

• Designer: How to Create Automations – Automating message delivery

• Filtering With Message Template Variables – Advanced message personalization

• Automations that Trigger Outbound Communications – Message automations