Intake Forms

Need to build your intake form first? Watch the Form Templates video. It shows how to create a form, add questions and attach it to a service.

What intake forms are for

Intake forms let you screen patients before the visit, without a phone call. The patient gets one link by text or email and fills it out on their phone. A provider then reviews the answers and adds orders in the same step, so there's no separate screening call or visit.

Use them for:

• Health history, medications and allergies
• A photo ID or other document uploads
• Screening questions for a specific service, like a B12 or peptide add-on form

Answers that need a closer look are flagged, so your team knows which intakes to check first.

Track every intake

The Intake column in Appointments shows each visit's status:

• Sent: the link went out.
• In Progress: the patient has started.
• Completed: submitted, and nothing concerning came back.
• Needs Review: submitted, and a flagged answer came back.
• Approved or Rejected: a provider has reviewed it.

Before you start

You'll need a role with EMR access. To add orders while you review, you'll also need permission to create orders.

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.
5. A Yes/No question can also ask a follow-up when the patient answers Yes, like describing a past reaction.

Step 2: Attach it to a service

In Procedures, open the service, select the pencil, and choose one or more Intake Forms. A service can use more than one form, like a general intake plus a screening for that service.

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, then select Send. The email and phone come from the client's profile, so check they're right first.
3. Once it's sent, the appointment shows the form's link. Select the copy icon to share it yourself.

What the patient sees

The patient opens the link, answers each question (answers save as they go), uploads any files, and selects Submit. If the visit has more than one form, they're all behind the same link and submitted together.

Step 5: Review it

1. Open the appointment and select View Intake.
2. Flagged answers are highlighted. Select jump to it to go straight to the first one.
3. Select Chart Notes to record allergies and conditions, see past visits, or chart an assessment while you review.
4. Add a note for your team if needed, then select Approve or Reject.

Step 6: Add orders

If the visit still needs orders when you approve, you're asked Add orders for this patient? Select Add orders, set the refills and the services the order covers, and select Create. The visit's Orders and Intake then both show Approved. Select Not now to add orders later.

Change a decision later

Rejecting an intake doesn't notify the patient, so contact them to sort it out. Afterward, add a note and select Change to approved (or Change to rejected). Review history logs each decision: who made it, and when.

More than one form

• A visit with several services can have several forms. On the review page, switch between them with the tabs.
• If you add a service after the intake was sent, Send Intake sends its new form. You choose which forms to send.
• Either way, the patient gets one link and submits every form together.

Tips

• Select the PDF icon on the review page to download the submission.