This guide explains how surveys completed in the app are integrated with your Ritten EMR/EHR system.
Walkthrough: How to Sync Surveys with Ritten
The key to ensuring surveys from the app appear in the correct client file in Ritten is matching the client's profile information between the two systems.
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Ensure Client Data Matches: Before a client fills out a survey, you must verify that their information in the app matches their profile in Ritten exactly. The system uses several data points to link the two profiles.
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Primary Match Field: The email address is the most important and reliable field for matching.
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Other Key Fields: First Name, Last Name, Date of Birth, and Phone Number.
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How the System Matches Profiles: The integration syncs profiles by checking the following information in order:
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First Name and Last Name
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Date of Birth
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Admission Date
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Email Address
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Phone Number
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Having just the email match is often sufficient, which is why it's the most encouraged method.
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Client Completes the Survey: The client will fill out their assigned surveys (e.g., Demographics, Admin, Discharge) in the app and submit them.
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Finding the Survey in Ritten: Once a survey is submitted, it is sent to the client's file in Ritten.
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Navigate to the Clients section in Ritten.
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Search for and select the specific client.
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Go to the Attachments section of their chart.
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Viewing the Completed Survey: In the attachments, you will find a file for the completed survey. The file name will include the client's name and the name of the form (e.g., "Tristan Brockbank is forced demographic form").
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You can View the attachment directly in Ritten. The format is a simple question-and-answer layout in bold, which also includes the client's name, the name of the survey, and the date and time it was completed.
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You also have the option to Download the survey or send it to the client's portal.
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Frequently Asked Questions (FAQ)
Q: How does the app know which client in Ritten to send the survey to?
A: The system matches the client's profile in the app to their profile in Ritten using key demographic information. This includes first and last name, date of birth, admission date, email, and phone number.
Q: What is the most important piece of information to match between the app and Ritten?
A: The email address. While the system checks multiple fields, the email is the most critical and reliable field for ensuring an accurate match.
Q: Where do I find the completed surveys in Ritten?
A: Completed surveys appear in the Attachments section of the client's chart in Ritten.
Q: What format are the surveys in when I view them in Ritten?
A: The surveys are presented in a document format that lists each question followed by the client's answer. It also includes the client's name, the title of the survey (instrument name), and the exact date and time of completion.
Q: What if I submit a survey but don't see it in Ritten right away?
A: Sometimes you may need to refresh the page in Ritten to pull in the most recent attachments.
Q: Does this work for all types of surveys?
A: Yes, this process works for various assessments, including demographics, admin surveys, and discharge surveys. As long as the client data is matched, the completed forms will populate as attachments in their Ritten file.