Sending interviews to patients

Interviews ask patients questions from your organization’s interview templates. You can add them from a patient’s Interviews tab, or start from the main Interviews page when you want to work from a template first.

How do I start sending from the Interviews page?

In the left sidebar, click Library, then click Interviews when you know which template you want to use first. Each template card has actions for sending and previewing the interview.

1. Find the interview template you want to send.
2. Select Send, or open the template’s actions menu and select Send to Patient.
3. Complete the send dialog.

Ona creates an interview assessment for the patient after the send is submitted.

How do I add interviews from a patient chart?

In the left sidebar, click Patients, click the patient's name, then click Interviews. Use Add interviews when you are already working in a patient chart and want to assign interviews to that patient.

1. Select Add interviews.
2. In Add interviews, pick one or more interviews.
3. Under Capture method, choose the send option.
4. If delivery timing options appear, choose when to send the interview.

If you select more than one interview, Ona sends one email listing every interview. The patient answers on their own device.

If the patient cannot be notified and the send is not scheduled, Ona shows completion links instead. Copy the links and share them with the patient another way.

How do I have a patient answer an interview in the clinic?

In the left sidebar, click Patients, click the patient's name, then click Interviews. Use Answer on this device when the patient is present and you want to hand them the device.

1. Select Add interviews.
2. Pick one interview. In-person capture is single-select.
3. Under Capture method, select Answer on this device.
4. Hand the device to the patient when the interview opens.
5. The patient answers the questions and moves through each step.

The interview opens in a runner with a step progress bar. After the interview is finished, Ona marks it complete and closes the runner.

Patients can attach JPEG, PNG, WebP, HEIC and PDF files while answering. Each file can be up to 10 MB, and the message composer accepts up to 5 files at a time.

How do I track interview status in a patient chart?

In the left sidebar, click Patients, click the patient's name, then click Interviews. The patient’s Interviews tab groups assigned interviews by status.

Status	What it means
Scheduled	The interview is set to go out later.
In progress	The interview has been created and the patient has not completed it yet.
Completed	The patient finished the interview.
Cancelled	The interview was scheduled, then cancelled before it was sent.

A completed interview may briefly show Generating insights… while Ona prepares the summary. When results are ready, the row says Results ready.

How do I resend or copy an interview link?

In the left sidebar, click Patients, click the patient's name, then click Interviews. Use the row actions for an interview under In progress when the patient needs another link.

1. Find the interview under In progress.
2. Use the copy-link row action to copy a completion link, or open the actions menu.
3. Select Resend link to send a fresh link to the patient.
4. If you copied the link, share it with the patient another way.

When you resend, Ona sends a fresh link and the old link no longer works. If the row shows that the link expired, select Resend link.

How do I send or cancel a scheduled interview?

In the left sidebar, click Patients, click the patient's name, then click Interviews. Use scheduled interview actions when an interview should go out earlier or should not be sent.

1. Find the interview under Scheduled.
2. Open the actions menu at the end of the row.
3. Select Send now to release it immediately, or select Cancel.
4. If you select Cancel, confirm with Cancel interview.

Send now emails the patient a link to start the interview. Cancel keeps the interview in the list as Cancelled and it will not be sent to the patient.

How do I review interview results?

In the left sidebar, click Patients, click the patient's name, then click Interviews. Open an interview row to review its detail view when it is available.

1. Select an interview row.
2. Review Summary for the generated result when it is ready.
3. Select Conversation to see the messages and attachments from the interview.
4. Select Clinical Records to review linked diagnoses, observations, allergies and medications.
5. Use the share menu in the interview detail header if it appears.

The Summary tab can include Working Well and Areas of Attention sections. If the interview is complete but the result is still being prepared, Ona shows Generating insights….

How do I archive an interview?

In the left sidebar, click Patients, click the patient's name, then click Interviews. Archive an interview when you want it hidden from the active list.

1. Find the interview.
2. Open the actions menu at the end of the row.
3. Select Archive.
4. In Archive this interview?, select Archive.

The interview is hidden from the active list.

What can't I do here?

In the left sidebar, click Patients, click the patient's name, then click Interviews. In patient Interviews, these limits apply:

• Answer on this device works for one interview at a time. Select a single interview to use it.
• Scheduled and cancelled interviews do not open into the conversation or results view.
• A completed interview cannot be resent from the row actions.
• If an attachment upload fails during in-person completion, remove the failed file before trying again.
• Unsupported attachment types are skipped. Files over 10 MB are skipped.

Common questions

Can I send more than one interview at once?

Yes. Open the patient chart (in the left sidebar, click Patients, then click the patient's name) and click Interviews. Add interviews lets you select more than one interview for the send option. Answer on this device stays limited to one interview.

What happens if the patient cannot be notified?

When the patient is not reachable and the send is not scheduled, Ona shows completion links after adding the interviews. Copy those links and share them with the patient another way.

What happens when I resend a link?

Ona sends a fresh link to the patient. The old link no longer works.

Why does a completed interview say Generating insights…?

The patient has finished the interview, and Ona is preparing the summary. Open it after the row changes to Results ready.

Where do interview records appear?

Open the patient chart (in the left sidebar, click Patients, then click the patient's name), click Interviews, open the interview, and select Clinical Records. Diagnoses, observations, allergies and medications linked to that interview appear there when available.

For building or changing the interview templates themselves, see Building interviews.