Patient notification emails for upcoming PROMs

Aim

This article briefly describes how to configure (add, edit and deactivate) an automatic e-mail for patients to notify or remind them for completing their questionnaires (ePROMs).

Procedure

Step 1: Ensure that you have the applicable permissions to manage patient notifications. In case of any questions, please contact the Raylytic-team for further support.

Step 2: Select in the Menu-section “UNITY Core” the item “Study Administration”. Click on the pencil-icon next to the applicable Study Name to edit your Study. Click on the tab ‘Patient Notification’ and adapt the information needed to configure the patient notification-feature (Figure 1):

Within this window patient notifications can be activated and adapt regarding the notification time and the reminder interval. In the example above (Figure 1) the patient would receive the initially invitation e-mail one day before the scheduled time window for the next questionnaire would start. Additonally, the patient (who currently belongs to the patient list) would get a reminder notification every day after the visit time window has ended until he/she has answered the requested questionnaire.

Creating a new Patient Notification

Step 3: Go to the menu section “Study Overview” and select the item “Sites” (Figure 1).

Figure 2 - Study Overview menu section, item Sites (Figure 1).

Step 4: Choose a site from the table by clicking the pencil-icon. Select the tab “SMTP Account” and enter all information needed to connect UNITY´s patient notification-feature with your internal SMTP Account (Figure 2). Your IT-department could help you in most cases to complete this page (if applicable).

Figure 3 - Adding information on internal SMTP Account

To test the SMTP configuration just click on the applicable button ‘Save and test SMTP configuration’.

Step 5: Click on the tab “Email Notifications” and enter all information you want to send to the patients (Figure 3). On the left part of this tab you can find all information requested for the initial ePROM-notification, on the right side you can add a text for the patient reminder.

Figure 4 - Customizing Email Notifications for patients

Again, to test the notifications just click on the applicable buttons ‘Save and test’.

Deactivating existing Patient Notifications

To deactivate e-mailing notifications to the patients, select in the Menu-section “UNITY Core” the item “Study Administration” first. Click on the pencil-icon next to the applicable Study Name to edit your Study. Click on the tab ‘Patient Notification’ and select “off” in the drop-down list for “ePROM patient notifications” as described in the Prerequisites above.

Editing an existing patient notification

To edit an existing patient notification, just edit the desired field(s) as described in Step 3 and click on “Save” (Figure 4).

Updated on 13 Sep 2023