Skip to main content

Sending Assessments

Re-send the referral outcome measure at review

Record which outcome tool each client's GP referral used, and their Medicare review check-in goes out on its own: the right single form, timed to a booked review or to a session number.

6 steps · 5 min read

YouAutomaticPatient
1
2
3
4
5
6
Available on Professional plans with the Cliniko integration connected.
You

Record the client's outcome measure

Open the client's page, choose Edit, and set Default outcome measure to the tool their GP referral used, K10 or DASS-21. You set this once per client. Every review send for that client starts from this tool, so reviews never go out with the wrong measure, or both.

The Default outcome measure field in a client’s Edit dialog, set to K10
A client’s own setting always wins over the practice default in the next step.
You

Set a practice default, and fill every blank client at once

A client book that arrived by sync has nothing recorded yet, and setting hundreds one at a time is not a workflow. In Settings, under Integrations then Cliniko, the Progress reviews card carries "Which measure goes out". Choose the measure most of your referrals use, then press "Apply to clients without a measure". It fills only the clients with nothing recorded, and never overwrites a choice you made yourself. Leave "Apply to new clients as they arrive" ticked and clients synced from Cliniko are set as they come in.

The Which measure goes out block, showing K10 selected, an Apply to clients without a measure button, and Apply to new clients as they arrive ticked
This block saves as you choose it, so it is not part of the card’s Save button.
You

Send ahead of a booked review

In the same Progress reviews card, under "When the review goes out", choose "Before a chosen appointment type" and pick the Cliniko appointment type that counts as a review, for example "MHTP Review". Set how many days ahead it should go. Tick the box at the foot of the card and press Save. From then on, booking reviews in Cliniko is all you do.

The Progress reviews card with Before a chosen appointment type selected, a Cliniko appointment type chosen, and a three-day lead time
Booked closer than the lead time? It still goes out at the next morning’s check.
You

Or send at a session number

If your review lands at a session count rather than a named appointment, choose "At a session number" instead and pick the number, for example 6. It counts attended appointments only, so cancellations and no-shows do not push a client toward it. The count it acted on is printed on every send and every skip, so a send you did not expect can be reasoned about rather than guessed at.

The Progress reviews card with At a session number selected, set to session 6, and K10 as the measure that goes out
One shape or the other. The card holds a single trigger at a time.
Automatic

ClientForms watches Cliniko for you

Each day, ClientForms checks Cliniko against whichever shape you chose. When a client reaches it, their recorded outcome measure is scheduled to go out ahead of their appointment. If a client's measure still is not recorded, nothing is sent, and the skip is listed on the card with that reason so you can fill the gap.

Patient

The client gets one quiet email

A single email with a single form, the same measure their GP used at referral. No account, no app, works on their phone. Their result lands on their page with the earlier scores beside it, ready for the review.

Frequently asked questions

Which outcome tools can I set?▾
Any scored measure in your library. K10 and DASS-21 are the common Better Access pair, and both are scored and trended automatically.
I have hundreds of clients with nothing recorded. Do I set them one at a time?▾
No. Choose a practice default under "Which measure goes out" and press "Apply to clients without a measure". It fills only the clients with nothing recorded and leaves every choice you have already made alone. Clients synced from Cliniko after that are set as they arrive.
What happens if I haven't recorded a client's measure?▾
Nothing is sent to them. The skip is listed on the card with its reason, so a missing measure is visible rather than silent.
Can it send at a session number instead of a booked review?▾
Yes. Choose "At a session number" and the check-in goes out once a client’s attended sessions reach it. Cancellations and no-shows are not counted.
Can I run the appointment type and the session number at the same time?▾
No. The card holds one shape at a time, so a client cannot be caught by both and sent the same measure twice.
Does changing the measure later update sends that are already scheduled?▾
No. The measure is read when a send is scheduled. Anything already scheduled keeps the tool it was created with, so cancel it from the client’s page and let the next check pick up the new measure if you need to change it.
Do I need the Cliniko integration for this?▾
The automatic trigger reads your appointments, so it is for practices connected to Cliniko or PracSuite. The card works the same way for both, with one difference worth knowing: Cliniko counts attended appointments only, while PracSuite counts every past booking that was not cancelled, so a client who did not attend still counts toward the session number. Without either, you can schedule the same single-form send on a date you choose from the Send dialog.

Related guides

Setup5 steps

Send onboarding forms automatically from Cliniko

Book a new client in Cliniko and your onboarding forms go out to them on their own, without anyone pressing Send.

Setup5 steps

Send onboarding forms automatically from PracSuite

Book a new client in PracSuite and your onboarding forms go out to them on their own, without anyone pressing Send.

After5 steps

Reassess a patient

Send the same assessment again to track change over time — results show a before-and-after comparison.

Sending9 steps

Send an assessment to a patient

Create a patient, choose an assessment, and share the link — scored results appear on your dashboard.

After5 steps

View scored results

When a patient completes an assessment, scored results with severity bands and visual charts appear on your dashboard.

Ready to try a different approach?

Calm forms for the people filling them in. Scored results and reports for you.

Setup in 2 minutes
Cancel anytime
Email support
Start your free 30 days

Full Professional access for 30 days, no card. Then a free plan with 3 forms and 10 responses.

Quiet design. Real impact.

Or try a free self-test →