Overview
Q&A (questions and answers) modules allow you to create your own customized fields and forms throughout the system. This feature allows you to customize Notes, Charts, Personnel Folders, Treatment Plans, Audits, Surveys and many other areas to fit the needs of your practice.
Q&A entries are found in many places in PIMSY. Most of the Default Names should indicate where they are found, such as Client charts, Company Q&A, Progress notes, Assessment notes, etc...
For example, Client Audit 1 is found in the client’s chart under the Audits tab. Misc Company Q & A is found under the Utilities tab. A form for Assessment Note Family History is found within the Assessment Notes section.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Relevant staff needing to assign forms to clients will need the View, Modify, Create, and Delete rules for each applicable Q&A form
Relevant staff needing to fill out forms will need the View, Modify, Create, and Delete rules for each applicable Q&A form
Step-by-Step Instructions
Step 1: Navigate to Q&A Question Setup
From the top navigation menu, go to:
Administration > Q&A Setup > Q&A Question Setup
Step 2: Creating and Setting Up a New Q&A Form
Q&A entries are found in many places in PIMSY. Most of the Default Names should indicate where they are found, such as Client charts, Company Q&A, User Surveys, Assessment notes, etc.
For example, Client Audit 1 is found in the client’s chart under the Audits tab. Misc Company Q & A is found under the Utilities tab. A form for Assessment Note Family History is found within the Assessment Notes section.
For the purpose of this tutorial, we will be creating Q&A under the Client Survey category. Client Surveys can be filled out under the Surveys tab in the client chart.
To create a new Q&A question select an empty category from the left panel and enter a name into the Your Name field on the right panel. Add a description if desired, then click Save.
Before you begin making edits to the new form, it is best practice to exit the Q&A Question Setup after saving and then refreshing your picklists. To refresh picklists go to Utilities > Refresh Picklists. Once refreshed, go back into the Q&A Question Setup.
Select the newly created category to begin making edits in the right side panel. Let's take a look at each column:
Questions: Enter questions or instructions under the column. This can also be a menu header. The "question" is what will be displayed on the form.
Description: If desired, a description can be added here. This does not show or display on any forms.
Control: Every Q&A question must have a selected control. This will determine how the question and answers are displayed. Controls are set in the system and cannot be changed.
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Control types include:
- Agree/Disagree - For questions that only require Agree or Disagree. When selected, the options will display and range from strongly agree to strongly disagree
- Date - Require the answer to display as a date selection option
- Date with Time - Require the answer to display a date with time selection option
- Execute Button - Provides a Start button to begin the Q&A
- Fill In the Blank - Gives the ability to create a fill in the blank answer
- Free Text Long - Gives the ability for clients or users to add a large amount of text, such as additional information or comments
- Free Text Short – Gives the ability for clients or users to add a smaller amount of text
- Image – Gives the ability for clients or users to scan and upload an image
- Integer – This will require an answer that require numbers
- Mild/Severe - For questions that only require Mild/Severe answer
- Never/Always - For questions that only require Never or Always answer
- Number with Decimal – Allows for an answer that requires a number with decimal places, such as a percentage
- Pick List – Selecting this control requires selection of the applicable pick list set up prior to question/answer setup
- Pick List Checkbox - Selecting this control requires selection of the applicable pick list set up prior to question/answer setup. Provides the questions in a checkbox format
- Pick List Radio Button - Selecting this control requires selection of the applicable pick list set up prior to question/answer setup. Provides the questions in a radio button format
- Scale of 1-10 - Allows for an answer to a scale of 1-10 question
- Section Header - Inserts a header in the form to divide sections or place informational sections on a form
- Sign Off by User (yes/No) - Requires a simple sign off by the user by selecting Yes or No
- Signature Pad - Adds the ability for the user or client to sign the form using a saved signature or sign on the screen with a touch screen or mouse
- Yes/No - For questions that only require a Yes or No answer
Include Remarks (checkbox): Checking the box under this column will provide a small free text field to include any remarks for that specific question.
Active: This will automatically be checked as active once the question is created. Uncheck this box to inactivate the question.
Order: Questions are numbered in the order they will appear in the form. Best practice is to label each consecutive question in increments of five to account for possible questions being added in future edits.
Pick List Type: Select an option from the dropdown to assign a picklist for the Pick List control.
Bold: Check this box to make the question text bolded.
Underline: Check this box to make the question text underlined.
Printing: Check this box to allow this question to be printed on a report.
Fill In Blank: Fills in the fill in the blank field.
Display Previous Answer: Checking this allows the previous answer to be displayed.
The remainder of the columns pertain to Q&A Scoring. To learn more about Q&A question scoring, proceed here.
Step 3: Checking Your Work
A great way to get an idea of how your form is looks and ensure it's what you want to publish, we suggest clicking the Display QnA button on the right panel.
This will bring up a viewer that will give you the ability to see your form and to catch any possible mistakes.
After you have completed your form, be sure to click Save.
Additional Items
- If you are using PIMSY Platinum, you have the ability to add as many categories as needed in the following areas:
- Client Audit
- Misc Company Q & A
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Decision Support:
Decision support can be placed on any question in the system that has an actual numeric value. Decision support needs to be turned on in the System Settings area. When users enter numeric results into the Q&A answers the system can compare these answers to previously set up decision support criteria and give the user a warning or message box.
For example, you may want to give the user some specific information when a person’s BMI is over 25 or 30. Usually these alerts have specific education resources that go along with the particular result.
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Allow Printing On Client Portal: Located on the upper right of the right side panel, checking this will allow printing on the Client Portal.
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Auto Save Report to Client Chart: Checking this will automatically save the report to the client chart.
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Renewal Subtype: Selecting an option from the dropdown will determine how often the form will need to be filled out.
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Exposed on Client Portal: Checking this option will expose the form on the Client Portal for the client to fill out.