Completing the Onboarding Form

Purpose of This Article

The onboarding form is one of the first steps in getting EMMA set up for your surgery. It gives QuantumLoopAi the information needed to configure your call flows, system integrations, and team setup. This article explains what to expect, how to prepare, and how to handle common questions that come up during completion.

Before You Begin

The onboarding form must be completed in a single session. There is no save feature, and refreshing the page may cause your responses to be lost.

Before you start, gather the following:

• Your surgery's main patient-facing phone number
• Details of your current telephony provider
• Your consultation system (for example, Accurx, EMIS, TPP)
• Your preferred call flow and routing preferences
• Details of any referral pathways or self-referral services you want EMMA to signpost
• The name and contact details of your designated Clinical Safety Officer (CSO)
• A list of staff names and email addresses for training

Allow 20 to 30 minutes to complete the form without interruption.

Step-by-Step: Completing the Form

1. Open the onboarding form using the link provided by your QuantumLoopAi account manager.
2. Complete all sections in order. Do not refresh the page.
3. For referral pathways, you can include one pathway directly in the form. If you have additional pathways, note them down and submit them separately as an Excel document after submission.
4. Ensure the Clinical Safety Officer section is reviewed and signed off by your designated CSO. Practice staff can complete the rest of the form, but the CSO must approve and sign off on their section.
5. Submit the form once all sections are complete.
6. You will receive confirmation once your submission has been received. QuantumLoopAi will then begin configuring your system.

What Happens After Submission

Once your onboarding form is received, QuantumLoopAi will:

• Share your details with the porting and technical teams
• Begin configuring EMMA for your surgery
• Contact you with next steps, including the CLOA form if not already submitted

You do not need to do anything further unless the team requests additional information.

What If Information Changes After Submission?

The form itself cannot be edited once submitted. If any details change or need to be updated, simply contact the QuantumLoopAi team and the information will be updated on your behalf. This will not cause any issues.

What If We Have Too Many Referral Pathways to Fit in the Form?

This is common. Include one pathway in the form and submit all additional pathways separately as an Excel document. This is the standard approach and will not delay your onboarding.

Include direct links to each service wherever possible so they can be accurately built into EMMA's configuration.

Who Is Responsible for Clinical Safety Officer Registration?

Practice staff can complete most of the registration process. However, the designated Clinical Safety Officer must personally review and sign off on their section. This is a clinical governance requirement and cannot be completed on the CSO's behalf.

If you are unsure who your CSO is, speak to your GP partner or practice manager before starting the form.

Do the Onboarding Steps Need to Be Completed in a Specific Order?

Not strictly. Clinical safety registration is typically completed first, but the onboarding form and CLOA form can be worked on at the same time if needed.

Marketing materials can be ordered and staff can be registered for training at any point, though we recommend doing both after porting has been initiated.

Your QuantumLoopAi account manager can advise on the most practical sequence for your surgery's circumstances.

Troubleshooting

I refreshed the page and lost my responses. Unfortunately the form does not save automatically. You will need to start again. We recommend reviewing all questions before you begin and completing the form in one uninterrupted session.

The form did not submit successfully. If you completed the form but have not received confirmation, contact the QuantumLoopAi team. We will check whether your submission was received and advise on next steps.

Some details I submitted were incorrect. Contact the QuantumLoopAi team as soon as possible. Details can be updated at any point and this will not cause any issues with your onboarding.

I am not sure who our Clinical Safety Officer is. This should be confirmed with your GP partners before completing the form. The CSO must be a named individual at the practice who takes responsibility for clinical safety sign-off. QuantumLoopAi can provide guidance on this if needed.

FAQs

Can the form be completed by more than one person? Because the form has no save feature, it must be completed in one session by one person. We recommend one person leads the completion, with relevant colleagues available to provide specific details if needed.

When should we complete the onboarding form? As early in the onboarding process as possible. The sooner we receive your details, the sooner configuration can begin. Your QuantumLoopAi account manager will confirm when to submit.

Do we need to complete both the onboarding form and the CLOA? Yes. The onboarding form configures your system. The CLOA authorises the porting of your phone number. Both are required to move your onboarding forward. They can be completed at the same time.

What if we are not ready to submit all the information? Complete what you can and contact your account manager. We can advise on which sections are most time-sensitive and whether it is appropriate to proceed with partial information in some areas.