How to Create & Manage Questionnaire Templates
Questionnaire templates define the forms patients complete when sent a questionnaire. You can create, configure, preview, and delete templates from Admin > Questionnaire Management.
There are two classes of questionnaires:
| Class | Description |
| Immediate | Sent to an existing patient via SMS or email. The patient receives a unique link and completes the questionnaire in one session (no save-and-resume). Best for short forms. |
| Booking Request | Uses a single reusable URL that anyone can access - suitable for embedding on your website or in recalls. Patients request a booking by completing the form. |
Create a New Questionnaire Template
- Navigate to Admin > Questionnaire Management.
- Click New Template.
- Enter a name for the template.
- Select the questionnaire class (Immediate or Booking Request).
- Click Continue.
The questionnaire designer opens with three areas: the Toolbox on the left (question types), the questionnaire canvas in the centre, and Properties on the right (question settings).
Template Settings - Immediate
| Setting | Description |
| Questionnaire Name | The display name. Can be edited after creation. |
| Requires Review | When ticked, responses go to Practice Wide > Questionnaire Review for staff action before being saved to patient documents. |
| Prefill Data | Pre-populates questions that have a Reference ID with existing demographic data. Requires Use Pin Security to be enabled. |
| Use Pin Security | Generates a 4-digit PIN included in the message. The patient must enter it before accessing the questionnaire. |
| Max. days on the Web | Number of days the questionnaire link remains active before it expires. |
| Save To | The document category where the completed questionnaire PDF is saved. |
| Automatically Apply Mapped Data | When ticked, patient responses with a Reference ID update the Demographic screen automatically, without staff review. |
| Available as On-Premises Questionnaire | Allows the questionnaire to be completed on a practice-owned device while the patient is on-site. |
Template Settings - Booking Request
| Setting | Description |
| Questionnaire Name | The display name. Can be edited after creation. |
| Save To | The document category where the completed questionnaire PDF is saved. |
| Bypass SMS/Email Verification | When ticked, skips the verification step for unmatched patients. Use with caution - patients may submit incorrect contact details. |
| Available as On-Premises Questionnaire | Allows the questionnaire to be completed on a practice-owned device while the patient is on-site. |
Add Questions Using the Designer Tab
Click a question type in the Toolbox to add it to the bottom of the questionnaire canvas. You can also drag and drop items from the Toolbox to a specific position.
Available Question Types
| Type | Use |
| Single Input | Single line of text. Suitable for names or contact details. |
| Checkbox | Multiple selections. Suitable for consent options. |
| Radiogroup | Single selection using radio buttons. Suitable for sex or DVA card type. |
| Drop-down | Single selection from a drop-down list. Suitable for health fund selection. |
| Comment | Multi-line text. Suitable for clinical information such as allergies. |
| Rating | Select a value within a range. Suitable for severity ratings. |
| Ranking | Drag-and-drop reordering of items. |
| Image Picker | Select an image or video as a response. |
| Boolean | Two-option switch (Yes/No, True/False). |
| Image | Display an image or video in the form. Not a response field. |
| HTML | Display formatted text in the form. Not a response field. |
| Signature Pad | Draw a signature. |
| Expression | Read-only calculated value based on other responses (e.g. sum of scores). |
| File | Upload files such as referrals. Always restrict allowed file types for security. |
| Matrix (single choice) | Radio buttons in a grid - one selection per row. Suitable for clinical scoring. |
| Matrix (multiple choice) | Grid allowing responses at all intersections. |
| Matrix (dynamic rows) | Multiple-choice matrix where patients can add or remove rows. |
| Multiple Text | Multiple single-input fields grouped together. |
| Panel | Container that groups questions together for shared visibility or layout control. |
| Panel (dynamic) | Repeatable panel - patients can add another set of the same questions (e.g. multiple medications). |
| Tag Box | Drop-down that allows multiple selections. |
Configure Question Properties
Select a question on the canvas to view its Properties panel on the right. Available settings depend on the question type.
| Group | Property | Description |
| General | Name | Used as property name internally, and is replaced by the Title (if a value is entered) |
| General | Title | The question title. |
| General | Description | Additional instructions shown below the question. |
| General | Input Type | Validates the response format (e.g. email address). |
| General | Is required? | Forces the patient to answer before proceeding. |
| General | Label True/False | Can be used for the Boolean question to add text labels, e.g. True/False or Yes/No. |
| General | Multi select/Allow Multiple | Allow patient to choose more than one option. |
| General | Accepted types | For File questions: restricts upload types (e.g. image/*, video/*, audio/* , .pdf etc.). |
| Choices | Form Entry | Add or edit answer options. |
| Choices | Select choices order | Set choices in a specific order (i.e. ascending) |
| Choices | Has other item | Adds a free-text "Other" option. |
| Choices | Has none item | Adds a "None" option. |
| Logic | Visible if | Show this question only when a specific previous answer is selected. |
| Logic | Required if | Make this question required based on a previous answer. |
| Layout | Is start with new line? | Places the question on a new line instead of beside the previous question. |
| Others | Reference ID | Maps the response to a Demographic screen field for data merging. |
| Others | HMS Document | Sets the document folder for uploaded files (File questions only). |
When using the Html item from the Toolbox, you can manually enter formatting by placing specific tags at the start and end of the section to be formatted. For an outline of these tags, please review our Usability Guide Article: Questionnaire HTML Tags.
Add Pages
New questionnaires start with one page. To add more pages, scroll to the bottom of the current page and enter a page title, or drag a Toolbox item onto the new page area.
Use the vertical page indicators to the left of the Properties panel to navigate between pages. Click a page name on the canvas to access page-level properties, duplicate the page, or delete it.
Keep Immediate questionnaires short. Patients cannot save progress and resume later.
Drag any question above or below surrounding questions to change the order.
Preview a Questionnaire
Select the Preview tab at the top of the designer to view the questionnaire as a patient would see it. Use the device tabs to preview on different screen sizes (desktop, tablet, smartphone). Tick or un-tick Landscape to change the orientation.
Delete a Questionnaire Template
Deleting a template does not cancel questionnaires already sent. Patients with an existing link can still complete the form. However, no new instances of the questionnaire can be sent.
- Navigate to Admin > Questionnaire Management.
- Click Edit for the template to delete.
- Click Delete in the bottom left.
- Click Yes to confirm.
After deleting a template, review any places where the questionnaire URL may have been included:
- SMS and email notification templates
- Letter templates
- Practice website
Enable On-Premises Questionnaires
On-premises questionnaires let patients complete forms on a practice-owned device (e.g. a tablet) connected to the practice network.
Contact HealthTrack Support to enable this feature and receive the access URL.
The On-Premises Questionnaire system is intended to be used on specific devices owned by the practice, such as a tablet or iPad. Patients will require access to the chosen device/s to complete the Questionnaire.
- Any device/s used will need to be connected to the same network as HealthTrack.
- The On-Premises Questionnaire system can be accessed through web browsers including Chrome, Edge, Firefox, and Safari.
Once enabled, HealthTrack Support will provide a URL that can be used to access the On-Premises Questionnaire system.
Enable a Template for On-Premises Use
- Navigate to Admin > Questionnaire Management.
- Click Edit for the relevant template.
- Tick Available as On-Premises Questionnaire.
- Click Save & Close.
Pair a Practice Device
Device pairing creates an authenticated connection between the device and HealthTrack. This is required for HealthTrack Cloud systems and recommended for any practice where guest Wi-Fi is not isolated from the internal network.
- In HealthTrack, navigate to Admin > Questionnaire Management > Manage On-Premises Questionnaire Devices.
- Click Pair New Device. A QR code displays.
- On the practice device, open the On-Premises Questionnaire URL in a browser.
- Select the option to pair a new device.
- Click Scan QR Code and scan the QR code displayed in HealthTrack.
- Click Pair on the device.
- In HealthTrack, the QR code closes automatically and a confirmation message displays.
Bookmark the On-Premises Questionnaire URL or save it to the device's home screen for quick access.