Surveys

For Baseline Surveys:

Clients, primary support persons, and clinicians have 4 months total after the date that is entered for their "survey baseline date" to complete their Baseline survey bundles for any given client. After 4 months, if any surveys are incomplete, those are considered missing data for the baseline timepoint.

For Follow-Up Surveys:

Follow-up windows (e.g. "6 months", "12 months") are due every 6 months from the survey baseline date. These survey windows open 2 months before the due date and remain open for 4 months after the due date. In other words, every follow-up window is open for 6 months for clients, primary support persons, and clinician-entered data. 

When the due date passes and surveys are incomplete, the surveys are considered "overdue." As stated above, there are still four months between the due date and the bundle expiration date for surveys to be completed. If surveys are incomplete by the end of the follow-up window, it is considered missing data for that timepoint. 

Please reach out to your EPI-CAL point person if you would like for our team to add a survey to Beehive.

After registration, a link to complete surveys will be automatically sent to clients and any registered support persons (and when appropriate, their primary support person) via email or text. 

For clients and support persons who receive weblinks via text, they must first verify their number by clicking a verification link that will be texted to them from Beehive. This link may be manually resent if needed by clicking the word "invited" next to the cell phone number on client's or PSP's profile. After they verify their number by clicking this link, they will receive a separate text message with the link to complete their surveys. Note that this step is not necessary for individuals who receive weblink via email. 

After clicking the weblink, clients/primary support persons will be directed to:

1. A video explaining Beehive's purpose, and their choices to opt in to de-identified data collection for research purposes.

2.  A survey bundle completion screen with baseline surveys.

A video detailing what this will look like from the client's perspective is at the bottom of this page.

More information about the weblink is found in the "Weblink" section of this guide

If a client has not completed their surveys, weblinks will be automatically sent on Sundays (either every Sunday, or every other Sunday depending on how close they are to their survey expiration date) at 7am.

Note that the automatic weblink will be sent to whatever is marked as the weblink delivery method in client and PSP profiles. If "no weblink" is selected, no weblinks will be sent automatically. These settings may be updated at any time in the client and PSP profiles. 

To manually resend the weblink to a client (for both tablet and browser):

1. Navigate to the "Clients" page using the left hand navigation pane.

2. Click on a client's "Data" button, represented by the graph.

3. Press the "Resend Survey" button at the top right corner of the screen.

4. Select either the "Client Surveys" or "Primary Support Person Surveys"

5. Next, you will see all of the surveys which are currently assigned to the client. You have the option of pushing additional unscheduled surveys at this step, or you can click proceed. If you do not see a survey bundle you want to send to the client, please make sure it is assigned to the client in their profile. 

6. Select a method to send the weblink, and click proceed.

7. Click "yes" to confirm re-sending the survey link

8. You will see a pop-up window which confirms the weblink has been sent. Click "OK" to dismiss.

A video detailing this process is at the bottom of this page.