How to set up knowledge base for home sleep test pre stud…

You need two things: your home sleep test prep content, and access to the page where patients will see the chat.

Gather your prep materials. Collect every document you currently give patients about the home sleep test – PDF handouts, instructional guides, checklist sheets, and any FAQ text you email. Also save the URL of any web page your clinic already uses to explain the prep steps.

Know your most common questions. List the top five to ten questions your front desk gets about prep. This will help you test the knowledge base later. Typical ones: “Can I drink coffee the morning of the test?”, “Do I stop my sleep medication?”, “How do I put the device on?”, “What time do I need to return it?”

Have your website details ready. You’ll add a single snippet of code to your website to place the chat widget. If your CMS lets you edit headers or specific pages, you’re set. For Sleep Clinics, this is often the patient portal or the dedicated “Home Sleep Test” page.

Sign up for Chatref (no credit card needed). New accounts get $50 of free credit so you can set up and test everything before you commit.

1. Create an agent for home sleep test prep

Inside the Chatref app, create a new agent. Give it a descriptive name like “Home Sleep Test Prep – [Clinic Name]”. This agent will be trained solely on your prep content, so it answers only from your own instructions, not generic internet guesses.

2. Add your prep content to the knowledge base

In the agent’s Knowledge Base section, upload your prep materials. You can add:

• PDFs – your patient instruction sheets, device setup guides, and prep checklists.
• Web URLs – the page(s) on your site that already explain the test prep. Chatref reads them in minutes.
• Plain text – a short FAQ document you type or paste directly, covering the most frequent questions.

Chatref will process everything you add. No need to format, tag, or train it manually. The agent reads your content and uses it to ground every answer.

3. Test the answers privately

Switch to the Playground tab. Ask the questions your front desk hears most – “Can I take my blood pressure medicine?”, “What if I can’t sleep at all?”, “Do I need to come in to pick up the device?”. The agent should reply with information pulled from your documents, not generic advice. If an answer feels incomplete, go back and add a clearer document or an explicit FAQ entry covering that scenario, then test again.

4. Embed the widget on your website

From the agent’s Website Widget section, copy the snippet. Paste it into the header of your website, or only on the specific page where patients learn about the home sleep test. Use the origin allowlist setting to restrict the widget to only your clinic’s domain – that prevents unauthorized use.

Customize the widget’s accent color and add a short greeting line like “Ask anything about your home sleep test prep,” so patients know what the chat is for.

5. Go live

Once the widget is in place, the chat appears on your site. Patients who visit the prep page can ask questions and get answers from your own instructions, 24/7.

Before you announce the new chat, test it from a real device – ideally a phone, since many patients will use it on mobile.

Check the answers. Ask a few questions in different words, including common misspellings or phrasing like “coffee before test” instead of “caffeine before test.” The agent should understand the intent and respond with your stored instructions. If it doesn’t, add a brief FAQ to the knowledge base with that exact phrasing.

Check the display. Verify the widget appears on the correct page, doesn’t overlap your booking forms, and looks readable. Test on a slow connection if possible – the widget loads asynchronously and should not slow down your page.

Check the flow. Pretend you’re a patient who gets an answer, then has a follow-up – “And after the test, how do I return the device?” The agent should handle the context.

If anything is off, fix the content in your knowledge base, not the agent itself. Chatref re-reads your documents, so every edit you make in the admin panel updates the answers within minutes.

Answers aren’t quite right. The most common cause is missing or vague source documents. If the agent says something like “check with your provider” too often, add a precise instruction document. For example, include a line: “Do not consume caffeine after 12:00 PM on the day of the test.” The agent will now quote that directly.

Widget doesn’t appear. This usually happens when the snippet is placed after the closing </body> tag, or when the origin allowlist misses a subdomain (e.g., www vs root domain). Make sure the snippet is inside the <head> or just before </body>, and that the allowlist covers both yourclinic.com and www.yourclinic.com.

Patients ask about things not in your prep docs. For instance, “What if my child needs the test?” If you haven’t included pediatric instructions, the agent can only answer what exists. Add a separate document or a new FAQ entry. There’s no limit on the number of documents you can upload.

The widget is slow to update after editing content. Chatref’s knowledge base reindexes automatically, but occasionally a change can take a couple of minutes. Test in the Playground first – if the answer is correct there, it will appear on the live widget shortly.

You want a different look. While the widget is highly customizable (color, greeting), you can also place it on a separate “Chat” page if your prep page design doesn’t suit a fixed corner bubble. The same snippet works anywhere.

What causes home sleep test pre study prep problems for Sleep Clinics?

The main problem is inconsistent, scattered information. Patients get one PDF in the mail, a different checklist at the appointment, and a phone call that varies based on who answers. When the instructions aren’t crystal clear and easily accessible, patients do the wrong thing (drink caffeine, skip medications, or wear the device incorrectly) and the test results are unusable. That leads to rescheduling, re-testing, and frustrated staff repeating themselves on the phone.

How do I improve home sleep test pre study prep for Sleep Clinics?

Centralize your prep instructions into a single, up-to-date knowledge base and give patients self-serve access through a website widget. This ensures every patient gets the same correct guidance, at any hour, without calling the clinic. Use Chatref’s knowledge base to turn your existing documents into instant answers, then embed the widget on your prep page. After launch, review the built-in chat insights to spot which questions keep recurring, and refine your documents once to reduce that repetition permanently.