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
Checked against the product on .
For Australian practices with Professional and a connected supported practice system. Check Progress reviews settings and the recorded referral measure; this is separate from a manual send.
Before you start
- Use an eligible Professional practice and the current connected-provider rule controls.
- A person’s own recorded measure takes priority over the practice fallback.
Step 1: Record the client's outcome measure
You
Open the intended client record, choose Edit and set Default outcome measure to the measure used for their referral, such as K10 or DASS-21. The client’s own value takes priority over the practice fallback. Confirm it before enabling a rule.
What you should seeThe person’s default measure is named on their record under Edit.
Step 2: Set a practice default, and fill every blank client at once
You
Open Settings, then Client experience. Default outcome measure holds the practice fallback. Choose the appropriate activated measure and use Apply to clients without a measure to fill blank records while preserving existing choices. Apply to new clients as they arrive controls automatic assignment to new records.
Applied to clients who don't have one recorded — each client's own setting always takes priority. Set it on their record, under Edit.
A client's measure is also pre-selected when you send to them by hand.
What you should seeClient experience has the practice fallback, Apply to clients without a measure and Apply to new clients as they arrive.
If this looks different
Applying to blank records preserves people who already have their own measure. This is separate from saving a progress rule.
Step 3: Send ahead of a booked review
You
Open your connected provider’s Automatic sends and choose Add a rule. Under When, choose Before an appointment of a type I choose. Select Appointment type and Days before. Under What goes out, choose Client’s own measure, then read the summary and press Turn on.
New rule
Sent before every appointment of the chosen type, each time one is booked. Types that look like first appointments are listed last — new clients are already covered by the New clients rule.
Booked closer than this? It still goes out at the next check.
Applied to clients who don't have one recorded — each client's own setting always takes priority.
Sent to the one client without a measure of their own. The other 2 keep theirs.
Before each the appointment type, clients get their own measure, sent 1 day before.
- Eligible existing bookings can be included while this rule is on
- Forms they're already answering in a check-in are left out
What you should seeAdd a rule opens When, Appointment type, Days before and What goes out.
Step 4: Or add a session-milestone rule
You
For a session rule, choose After a number of attended sessions. Select up to three milestones from 2 to 12, and check the provider’s attendance-count wording. Only one session rule can exist; appointment-type rules can coexist.
New rule
Sent before every appointment of the chosen type, each time one is booked. Types that look like first appointments are listed last — new clients are already covered by the New clients rule.
Booked closer than this? It still goes out at the next check.
Applied to clients who don't have one recorded — each client's own setting always takes priority.
Sent to the one client without a measure of their own. The other 2 keep theirs.
Before each the appointment type, clients get their own measure, sent 1 day before.
- Eligible existing bookings can be included while this rule is on
- Forms they're already answering in a check-in are left out
What you should seeAfter a number of attended sessions offers milestones from 2 to 12, up to three. Only one session rule can exist.
If this looks different
Appointment rules may coexist. A provider or region without session rules does not offer this shape.
Step 5: Read timing and activity
Automatic
The rule list states its check and send times, timezone and activity. On the AU/NZ rail, checks are twice daily and measure check-ins dispatch at the next hourly send within the displayed window. Eligibility and five-day spacing may hold or skip a send. Read the named reason before changing the rule.
What you should seeThe rule list names its current state and polling/dispatch timing. Activity distinguishes sent, held and skipped.
Step 6: The client gets one quiet email
The patient
A due, eligible check-in produces an email for the chosen measure. The patient opens it without an account or app. After completion, review its result with the earlier administrations. A scheduled check-in is not proof that an email has already gone out.
What you should seeThe email contains the available check-in link. Spacing and eligibility can hold a send instead of sending twice.
Frequently asked questions
Which outcome tools can I set?
Choose an activated measure offered by your practice’s outcome-measure controls. K10 and DASS-21 are common referral measures; choose the measure appropriate to the person and referral.
I have hundreds of clients with nothing recorded. Do I set them one at a time?
In Settings, Client experience, choose a practice default and use Apply to clients without a measure. Existing individual choices remain. Apply to new clients as they arrive controls assignment for later records.
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?
Where session rules are offered, choose After a number of attended sessions and up to three milestones from 2 to 12. Read the provider’s attendance precision; its counting capabilities can differ.
Can I run the appointment type and the session number at the same time?
Yes. Appointment-type rules can coexist with one session-milestone rule. Five-day spacing and rule precedence can hold or skip a close send; check the rule activity.
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?
Automatic rules require a supported connected provider, the eligible plan and the capabilities offered on your data rail. PracSuite’s attendance precision differs from Cliniko’s. Without an integration, use an eligible measure in Send and schedule a date yourself.
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