Associate Assessments with Programs

Overview

Welkin Health allows organizations to associate assessments (forms) with specific Programs and Phases. This association controls when and to whom assessments are available in the Care app based on a patient's enrollment status and care pathway.

When an assessment is associated with a Program/Phase, it will only appear as an option in the Care app if the patient is actively enrolled in that Program and Phase. This ensures assessments are presented at the appropriate time during the patient's care journey and prevents irrelevant assessments from appearing.

Key Concepts

• Program – A complete care pathway (e.g., "Diabetes Management," "Behavioral Health")

• Phase – A stage within a program (e.g., "Initial Assessment," "Stabilization," "Maintenance")

• Assessment Association – Linking a form to specific Program/Phase combinations

• Visibility Control – The ability to show/hide assessments based on enrollment status

Impact on Care Portal

When an assessment is associated with Program(s)/Phase(s):

• The assessment appears in Care only when the patient is enrolled in the associated Program AND Phase

• The assessment does not appear if:

  • The patient is not enrolled in any associated Program

  • The patient is in a different Phase of the Program

  • The patient is in a different Program entirely

• The "Start Assessment" option is unavailable in the Assessment tab unless enrollment conditions are met

• Encounter associations with the assessment are also blocked unless enrollment is active

Prerequisites

Before associating assessments with programs:

1. You have already created an Assessment/Form in Designer

2. You have created the Programs and Phases you want to associate with

3. You have appropriate permissions to edit forms and program configurations

For information on creating Programs and Phases, see Programs and Phases.

Step-by-Step: Associate an Assessment with a Program

Step 1: Access the Assessment Template

1. Log into Designer

2. Click Create Draft to start a new configuration draft

3. Navigate to Visual Components > Forms in the left sidebar

4. Find and click on the assessment you want to associate with a Program/Phase

Step 2: Open Program Association Settings

1. In the form editor, look for the Program Association or Program/Phase section

2. This is typically located in the form settings area (may be a tab or collapsible section)

3. You should see a list of available Programs and Phases

Step 3: Select Program(s) and Phase(s)

1. Review the list of available Programs

2. For each Program, select which Phase(s) the assessment should appear in:

   • Check the box next to Program Name > Phase Name

   • Leave unchecked if the assessment should NOT appear in that Phase

Example Associations:

For a "Depression Screening" assessment, you might select:

• Mental Health Program > Initial Intake Phase ✓

• Mental Health Program > Stabilization Phase ✓

• Mental Health Program > Maintenance Phase ✗ (not needed after initial assessment)

For a "Vital Signs" assessment, you might select:

• Chronic Disease Program > Initial Assessment Phase ✓

• Chronic Disease Program > Quarterly Review Phase ✓

• Hypertension Program > Monthly Check-In Phase ✓

Step 4: Save and Publish

1. Click Save to save your form configuration

2. Click Publish to make the assessment available in Care with the Program/Phase associations active

3. The assessment is now visible only to patients enrolled in the selected Program/Phase combinations

Advanced Configuration

Single Assessment, Multiple Programs

You can associate one assessment with multiple Programs:

Example: "Medication Adherence" Assessment

• Diabetes Program > All Phases ✓

• Hypertension Program > All Phases ✓

• Behavioral Health Program > Treatment Phase ✓

Care team members see this assessment only when patients are enrolled in one of these programs.

Optional vs. Required Assessment Association

Note: Some organizations may have assessments with no Program/Phase restrictions. These assessments are typically:

• General questionnaires available to all patients

• Intake screenings used across programs

• Follow-up surveys for any patient

Configure Program associations only when the assessment is specific to a care pathway.

Impact on Care Team Experience

Before Program Association

Without Program/Phase associations, the "Start Assessment" drawer shows:

• All available assessments

• Regardless of patient's enrolled program

• Care team must manually determine which is appropriate

After Program Association

With Program/Phase associations, the "Start Assessment" drawer shows:

• Only assessments relevant to patient's current Program/Phase

• Reduces confusion about which assessments apply

• Streamlines care workflow

• Prevents incorrect assessments from being administered

Testing Your Configuration

Step 1: Enroll Test Patient

1. Log into the Care app

2. Navigate to a test patient's profile

3. Enroll the patient in a Program and Phase (e.g., "Diabetes > Initial Assessment")

Step 2: Verify Assessment Visibility

1. Click on the Assessments tab

2. Click Start Assessment

3. Verify that only assessments associated with "Diabetes > Initial Assessment" appear

4. Confirm unrelated assessments do NOT appear

Step 3: Test Phase Changes

1. Move the patient to a different Phase (e.g., from "Initial Assessment" to "Quarterly Review")

2. Open the Assessment drawer again

3. Verify the list of available assessments changes appropriately

Step 4: Test Dis-enrollment

1. End the patient's enrollment in the Program

2. Open the Assessment drawer

3. Confirm associated assessments no longer appear

Modifying Program Associations

If you need to update Program/Phase associations:

1. Create a new Draft in Designer based on current configuration

2. Navigate to the form

3. Update the Program/Phase checkboxes as needed

4. Save and publish

5. Changes take effect immediately in Care

Best Practices

1. Clear Naming – Use descriptive assessment names so the Program/Phase association makes sense

2. Logical Grouping – Associate assessments to Programs where they're clinically relevant

3. Document Decisions – Record why specific assessments are associated with specific Programs

4. Regular Review – Periodically review associations to ensure they still match care workflows

5. Test Thoroughly – Test with multiple Program/Phase scenarios before production rollout

6. User Training – Ensure care team understands why assessments appear/disappear based on enrollment

7. Consider Alternatives – For optional assessments not tied to a specific program, leave associations empty

Common Scenarios

Scenario 1: Program-Specific Assessment

Assessment: "HbA1c Target Review" Association: Diabetes Program > All phases Rationale: Only relevant to diabetic patients

Scenario 2: Phase-Specific Assessment

Assessment: "Initial Psychosocial History" Association: Behavioral Health Program > Initial Intake only Rationale: Completed once at program start

Scenario 3: Multi-Program Assessment

Assessment: "Medication Side Effects Screening" Association:

• Hypertension Program > All phases

• Diabetes Program > All phases

• Behavioral Health Program > All phases Rationale: Relevant across multiple disease management programs

Scenario 4: Universal Assessment

Assessment: "Patient Satisfaction Survey" Association: None (no Program/Phase restrictions) Rationale: Should be available to all patients regardless of program

Related Topics

• Programs and Phases – Designing program structures

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

• How to Add Conditionality to Assessments – Conditional logic within forms

• Designer: How to Configure Scored Assessments – Assessment scoring

• Encounters and Dependencies – Linking assessments to encounters