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How to Complete Your Onboarding Form

The onboarding form is one of the first things your practice needs to complete after your welcome call. This article explains what the form covers, how to prepare, and what to do before you sit down to fill it in. It also covers the most common questions and issues practices encounter.

Purpose of This Article

The onboarding form is a critical step. Without it, QuantumLoop AI cannot configure EMMA for your practice. This article helps you complete it accurately and in one go, avoiding delays caused by missing information or incomplete submissions.

Main Content

What Is the Onboarding Form?

The onboarding form collects all the information QuantumLoop AI needs to configure EMMA specifically for your surgery. It covers your call flows, consultation system, service structure, operating hours, referral pathways, and team details.

Once submitted, your information is passed to the QuantumLoop AI configuration team, who use it to build and test your EMMA setup.

Important: There Is No Save Feature

The onboarding form must be completed in a single session. There is no option to save your progress and return later. If you refresh the page or close the browser before submitting, your responses will be lost.

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

Read the preparation section below before you start. Having the right information to hand before you begin will allow you to complete the form smoothly.

What the Form Covers

The onboarding form asks for information across several areas. The exact questions are in the form itself, but you should expect to provide details covering:

  • Your surgery name, ODS code, and contact details
  • Your main surgery phone number and any additional numbers
  • Your online consultation system (Accurx, eConsult, Anima, or AskMyGP)
  • Your surgery operating hours
  • Your call flow preferences (how different types of calls should be handled)
  • Your referral pathways and local service signposting (one pathway can be included in the form; additional pathways should be submitted separately as an Excel document)
  • Your staff details for dashboard access and training setup
  • Clinical Safety Officer (CSO) registration details

The Clinical Safety Officer (CSO)

Your practice is required to complete a Clinical Safety Officer registration as part of onboarding. Practice staff can complete the majority of this, but the designated CSO must provide final sign-off. Make sure your CSO is aware of this responsibility before you submit the form.

If You Have Many Referral Pathways

It is common for practices to have more referral pathways or local services than the form can accommodate. If this applies to your practice, do not try to squeeze everything into the form. Instead:

  • Include one primary pathway in the form
  • Submit all additional pathways separately as an Excel document after submission

This is the standard approach and will not cause any delay to your setup.

What to Prepare Before You Start

Gather the following before you open the form:

  • Your surgery name, ODS code, and main contact email address
  • Your main surgery phone number (and any additional numbers you want EMMA to answer)
  • The name of your online consultation system (Accurx, eConsult, Anima, or AskMyGP)
  • Your surgery's opening hours, including any variations across the week
  • The name of your designated Clinical Safety Officer
  • Details of any key referral pathways or local services you want EMMA to signpost patients to
  • A note of any specific call handling preferences your practice has

Step-by-Step Instructions

  1. Read through the preparation section above and gather all required information before opening the form.
  2. Set aside 20 to 30 minutes in a quiet period where you will not be interrupted.
  3. Open the onboarding form using the link provided in your onboarding email from QuantumLoop AI.
  4. Work through each section carefully, filling in all fields accurately.
  5. If you have more referral pathways than the form can accommodate, note these separately. You will submit them as an Excel document after completing the form.
  6. Review your answers before submitting. Once submitted, the form cannot be edited.
  7. Click submit. You will receive a confirmation that your form has been received.
  8. QuantumLoop AI will contact you with next steps once your submission has been processed.

Troubleshooting

I accidentally closed the form before submitting. Unfortunately, your progress will not have been saved. You will need to start the form again. Use the original link from your onboarding email to reopen it.

I submitted the form but have not received confirmation. Check your spam or junk folder for a confirmation email. If nothing has arrived, contact your account manager or email support@quantumloopai.com to confirm your submission was received.

Some of the information I provided has changed since I submitted. The form cannot be edited once submitted, but this is not a problem. Contact your account manager or email support@quantumloopai.com with the updated information and the QuantumLoop AI team will make the changes on your behalf.

I have too many referral pathways to fit in the form. This is expected and common. Include one primary pathway in the form and submit the rest as a separate Excel document to your account manager or to support@quantumloopai.com after submitting the form.

I am not sure who our Clinical Safety Officer is. Your CSO is typically a named GP partner or clinical lead at the practice. If you are unsure, speak to your practice manager or GP partner before completing the form.

The form link is not working. Contact your account manager or email support@quantumloopai.com and they will send you a fresh link.

FAQs

Who should complete the onboarding form? The form should be completed by someone at your practice who has a good understanding of your call flows, operating hours, and consultation system. This is typically the practice manager or a senior administrator. Your CSO will need to be available to sign off on the clinical safety section separately.

Can I complete the form in stages across multiple days? No. There is no save feature. The form must be completed in one session. This is why preparation is important. Reviewing the questions and gathering your information in advance makes the session straightforward.

How long does the form take to complete? Around 20 to 30 minutes for most practices. Practices with more complex service structures or many referral pathways may take slightly longer, but you can always submit additional pathways separately.

What happens after I submit? QuantumLoop AI passes your form to the configuration team, who begin building your EMMA setup. Your account manager will be in touch with an update on next steps. See: What Happens After You Submit Your Forms (article 1.10).

Can I add or change my call flow preferences after go-live? Yes. Configuration can be updated at any point. After go-live, contact your account manager or raise a support request to request changes. See: How to Request Changes to Your EMMA Configuration (article 2.15).

Do I need to complete the CLOA form at the same time? The CLOA form is a separate document and covers number porting rather than system configuration. You are asked to complete both forms at the same stage of onboarding, but they are submitted separately. See: How to Complete Your CLOA Form (article 1.9).