Support Forums

I'm trying to design a process for continual surveys of patients of a chiropractic clinic. The invitations would go to people after a treatment.

Some invitations can be sent out by email to those people whose email address is in the system.  But I'd also like to invite people to take the survey from something provided at check out.  This would allow us to invite those who haven't provided an email address, and also provide an alternative invitation mechanism - hopefully increasing response rate.

I'm thinking of a system that would replicate some of the functionality of POS systems like Catalina BAR, but without all the automation.

I'd want to have the patient ID and other information, such as appointment time and doctor, included somehow in the survey code.  This coding should prevent duplication of responses, and also link up to other information as required. 

I think it works like this:

1. Generate a series of survey codes - say on a monthly or 3 monthly basis (at reporting time would make sense). Sufficient codes are generated for all possible appointment slots, with a map from slot to code.

2.  The person doing the checkout provides the URL including the code to the patient together with the instructions.  The code can be recorded as having been used once, or there might be some other say to check that an appointment was held.

3. Periodically (say weekly), the list of codes is checked against the patient email list, and emails entered for all the patients whose address is in the list. 

4.  The file of matched email and survey codes is entered into the SurveyGizmo invitation system, and then invitations sent out.

5.  SurveyGizmo should prevent the code from being used twice, regardless of whether the survey URL starts from an email link, or is manually entered.

6. For those surveys manually entered, the respondent should be asked if they'd like to enter an email address.  I'm not quite sure how this would work.  I suppose the survey database could be prepopulated with the contact information for each invitee, and only those who don't have an existing email address get asked.  Or, maybe it is better to ask everyone if they want to update contact information - which would cope with changing email or other information and should save the clinic some hassle.

Does this make sense?  Is there an easier process?

Thanks

Mike