Intake Forms

Before you start

Intake forms are questions patients answer on their phone before the visit: history, allergies, a photo ID. You'll need a role with EMR access.

Step 1: Build the form

1. In Form Templates, select Create Form Template and pick Intake Form as the type.
2. Add your questions. Intake forms can also ask for a File Upload (JPG, PNG or PDF, up to 10 MB).
3. Questions are required unless you mark them optional.
4. Turn on Flag for review on a question to mark answers your team should check. For Yes/No questions, choose which answer flags. Text answers always flag when answered.

Step 2: Attach it to a service

In Procedures, open the service, select the pencil, and choose one or more Intake Forms.

Step 3: Choose when it sends

1. In the side menu, select Settings, then Edit on Organization Information.
2. Under Intake Forms, choose:
   • Always: send for every appointment.
   • Orders-gated: send for new clients with no orders on file.
   • Manual only (default): never send automatically.
3. For automatic sends, choose Auto-send delivery (text, email or both) and optionally an SMS Template using {client_name}, {date} and {link}.

Automatic sends go out when a visit is booked. One message covers every form for the visit.

Step 4: Send one yourself

1. Open a booked appointment and select Send Intake (or Resend Intake).
2. Tick Email and/or Text, check the contact details, and select Send.

What the patient sees

The patient opens the link, answers each question (answers save as they go), uploads any files, and selects Submit.

Step 5: Review it

1. The Intake column in Appointments shows each visit's status: Sent, In Progress, Completed, Needs Review (an answer was flagged), Approved or Rejected.
2. Open the appointment and select View Intake. Flagged answers are highlighted.
3. Add a note for your team if needed, then select Approve or Reject.

Tips

• Rejecting an intake doesn't notify the patient. Contact them to sort it out.
• If the visit still needs an order when you approve, you'll be offered Add orders.
• Select the PDF icon on the review page to download the submission.