Patient Intake Forms

What shipped

You can now collect a patient's history, allergies, and photo ID before the visit instead of at the door. You build the form once, attach it to a service, and choose whether it goes out on its own when a visit is booked.

Why it helps

A provider who reads the history before leaving knows what they are walking into. Flagging does the triage for you: mark the answers that need a second look, and the appointment moves to Needs Review so someone on your team checks it before anyone travels, not after.

How it works for your team

• Build the form in Form Templates: select Create Form Template and pick Intake Form. Questions are required unless you mark them optional, and one can ask for a File Upload — a JPG, PNG, or PDF up to 10 MB.
• Flag what matters. Turn on Flag for review on any question. On a Yes/No question you choose which answer flags; a text answer flags whenever it is filled in.
• Attach it to a service in Procedures: open the service, select the pencil, and choose one or more intake forms.
• Send one by hand from any booked appointment with Send Intake, by email, text, or both.
• Track and review. The Intake column in Appointments shows where each visit stands: Sent, In Progress, Completed, Needs Review, Approved, or Rejected. Open View Intake to read the submission with flagged answers highlighted, leave a note for your team, then Approve or Reject. There is a PDF icon to download it. If the visit still needs an order when you approve, you are offered Add orders.

What your patients see

A link on their phone. They work through the questions, upload a file if one is asked for, and submit. Answers save as they go, so a patient can stop partway and come back without losing what they entered. Rejecting an intake sends them nothing — if something is wrong, contact them.

Where to turn on automatic sending

In the side menu, select Settings, then Edit on Organization Information. Under Intake Forms there are three choices: Always sends for every appointment, Orders-gated sends only to new clients with no orders on file, and Manual only — the default — never sends on its own. For either automatic mode, pick whether it goes by text, email, or both, and optionally write an SMS Template using {client_name}, {date}, and {link}. Automatic sends go out when a visit is booked, and one message covers every form for that visit.