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Forms & Intake Guide

Collect patient information digitally with custom forms. Automate intake, consent, and assessment processes to save time and improve data quality.

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Getting Started

Access forms by clicking Check-In > Forms or Inventory > Forms & Documents. Two main areas:

• Form Templates - Pre-built forms you can customize
• Form Submissions - Responses from patients

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Form Basics

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What Forms Can Do

• Intake - New patient information (address, insurance, medical history)
• Consent - Medical consent, release forms, waivers
• Assessments - Health questionnaires, symptom checkers
• Custom - Any information your clinic needs to collect

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Form Flow

1. You create form with questions
2. Patient receives link via email or fills at check-in
3. Patient answers questions on mobile or desktop
4. Answers saved to patient’s record
5. You can view, download, or print responses

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Creating a Form

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Starting a Form

1. Go to Settings > Form Templates (or Check-In > Forms)
2. Click Create Form
3. Enter form name (e.g., “New Patient Intake”)
4. Select form type:
   • Intake
   • Consent
   • Assessment
   • Custom
5. Click Create

Form builder opens and ready for questions.

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Adding Questions

Add different question types to your form. Text Input

• Short text response
• Example: “What is your name?”
• Good for: Names, addresses, phone numbers

Text Area

• Longer text response
• Example: “Describe your symptoms”
• Good for: Detailed information, comments

Multiple Choice

• Choose one option
• Example: “Gender: Male / Female / Other”
• Good for: Categorical data

Checkboxes

• Choose multiple options
• Example: “Check any that apply: Headaches, Nausea, Fatigue”
• Good for: Multiple selections allowed

Dropdown

• Select from list (saves space)
• Example: State selection
• Good for: Long lists of options

Date Picker

• Calendar date selection
• Example: “Date of Birth”
• Good for: Dates, easy to use

File Upload

• Patient uploads document or photo
• Example: “Upload insurance card”
• Good for: Documents, images

Rating Scale

• 1-5 star or numeric rating
• Example: “Rate your pain: 1-10”
• Good for: Surveys, assessments

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Building Your Form

Best practices:

1. Start with identification
   • Name, DOB, contact info
   • Gets basics filled first
2. Group related questions
   • Medical history together
   • Insurance questions together
   • Prevents patient confusion
3. Keep it short
   • 10-15 questions max
   • Long forms = incomplete submissions
   • Patients more likely to finish
4. Be specific
   • Clear question wording
   • Provide examples
   • Avoid jargon
5. Use conditional logic (see section below)
   • Only show relevant questions
   • Reduces form length
   • Better completion rates

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Conditional Logic

Show/hide questions based on answers. Example:

• Question: “Have you been to our clinic before?”
• If “No” → Show new patient intake questions
• If “Yes” → Show returning patient update form

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Setting Up Conditional Logic

1. Click question you want to make conditional
2. Click Add Condition
3. Set trigger:
   • When [previous question]
   • [equals/contains/is not]
   • [specific answer]
4. This question shows only when condition met
5. Save

Use cases:

• “Any surgeries?” If yes → ask details
• “Insurance?” If yes → ask plan details
• “Medications?” If yes → ask which ones

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Required vs. Optional

Mark which fields are required:

1. Click question
2. Toggle Required
3. Patient must answer before submitting

Example required fields:

• Name
• Contact info
• Consent signature
• Medical allergies

Optional fields:

• Comments
• Middle name
• Preferred pronouns
• Additional notes

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Assigning Forms to Appointments

Link forms to appointments so patients fill them.

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During Scheduling

1. Create appointment
2. Click Add Forms
3. Select forms patient should complete
4. Patient receives form link via email
5. Can complete before arrival
6. Staff sees when complete

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At Check-In

1. Patient checks in
2. Staff hands tablet/computer
3. Patient fills form on-site
4. Answers save immediately
5. Provider sees answers before visit

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Multiple Forms

Assign multiple forms per appointment:

• Intake form
• Health history form
• Consent form
• Specific assessment

Patient completes in order or can skip around.

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Form Templates

Pre-built templates save time.

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Built-In Templates

New Patient Intake

• Name, contact, address
• Insurance information
• Medical history
• Current medications
• Emergency contact

Health History

• Previous surgeries
• Allergies
• Family medical history
• Lifestyle habits
• Current health conditions

Consent & Release

• Medical consent
• Release of information
• Photo consent
• Treatment consent

Pain Assessment

• Pain level (scale 1-10)
• Pain location
• Duration
• Treatments tried
• Severity description

Cosmetic Assessment

• Goals
• Previous treatments
• Product sensitivities
• Before photos
• Expectations

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Customizing Templates

1. Select template
2. Click Edit
3. Add/remove questions
4. Change wording to fit your clinic
5. Reorder questions
6. Set required fields
7. Save as custom form

All templates can be modified to match your process.

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Form Responses

View and manage patient answers.

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Viewing Responses

1. Go to Forms > Submissions (or patient record)
2. Select form
3. View all responses for that form
4. Click response to see patient’s answers
5. View:
   • Full answers
   • Time submitted
   • Device used (mobile/desktop)
   • Patient name and date

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Patient Response Status

Forms show completion status:

• Not Sent - Form not yet assigned
• Pending - Sent but not completed
• Completed - Patient submitted
• Overdue - Not completed by appointment

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Taking Action on Responses

View in Patient Record

1. Open form response
2. Click View Patient Record
3. Answers appear in patient profile
4. Visible to all providers

Requesting Signatures

1. Create digital signature field
2. Patient signs on device or prints/signs
3. Signature stored with form
4. Legally binding

Exporting Responses

1. Go to Forms > Submissions
2. Select form(s) and date range
3. Click Export
4. Download as CSV or PDF
5. Use for records, analysis, or import

Printing Forms

1. Click response
2. Click Print
3. Send to printer
4. Patient can sign paper copy
5. File in medical record

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Advanced Form Features

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Advanced Features

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Sections

Organize long forms into sections:

1. Click Add Section
2. Name section (e.g., “Medical History”, “Insurance”)
3. Add questions under section
4. Patient sees progress (1 of 3 sections)
5. Sections can be conditional

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Calculations

Auto-calculate values from answers: Example: BMI calculator

• Ask height and weight
• System calculates BMI
• Displays result

Example: Insurance deductible

• Ask insurance plan
• System looks up deductible
• Shows remaining deductible

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Integrations

Link form responses to other systems:

• Insurance verification
• Patient contact databases
• Analytics platforms

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Form Settings

Configure how forms work. General Settings:

• Form name and description
• Instructions for patients
• Confirmation message after submission
• Email notification when submitted

Access Settings:

• Who can fill form (only assigned patients)
• Public vs. private forms
• Expiration date
• Response limits

Data Settings:

• Save responses to patient record
• Export responses to external system
• Data retention period
• Backup and archive

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Best Practices

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Intake Form Tips

Keep It Relevant

• Only ask what you actually need
• Clinic needs vary
• Review annually

Make It Clear

• Use patient-friendly language
• Avoid medical jargon
• Provide examples where helpful
• Use conditional logic to reduce confusion

Collect Critical Data

• Allergies (critical for safety)
• Insurance
• Emergency contact
• Consent to treat
• Known drug interactions

Be Specific with Allergies

• Drug allergies
• Material allergies (latex, tape)
• Environmental allergies
• Food allergies
• Reaction severity

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Consent Form Tips

Include Key Elements:

• Name of procedures/treatments
• Risks and benefits explained
• Consent to proceed
• Release of liability (where applicable)
• Signature and date
• Witness if required

Make It Understandable

• Use simple language
• Avoid legalese where possible
• Explain procedures in detail
• Ask if patient has questions

Get All Needed Consents

• Medical consent to treat
• Photo consent (if taking before/afters)
• Release of records (if referring)
• Payment responsibility

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Health Assessment Tips

Group Related Items

• Medical history questions together
• Medication questions together
• Symptom questions together

Use Scales Appropriately

• Pain scales for pain
• Severity scales for symptoms
• Rating scales for satisfaction

Make Conditional Logic

• If “yes” to surgery → ask which
• If “yes” to medication → ask which ones
• If “yes” to condition → ask when diagnosed

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Collecting Accurate Data

Clear Instructions

• At top: “Please answer all questions”
• Before medical questions: “For medical safety”
• Before financial questions: “For insurance purposes”

Validation

• Require all necessary fields
• Check format (email, phone)
• Validate dates (DOB must be in past)

Follow-Up

• Review incomplete responses
• Follow up with patient
• Complete critical info before appointment

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Troubleshooting

“Form won’t send to patient”

• Verify patient email is correct
• Check email not in spam
• Resend form link
• Try SMS if available

“Patient says they answered but form is blank”

• Check internet connection when they filled it
• Patient may not have clicked submit
• May need to fill again
• Check if browser cookies blocked

“Conditional logic not working”

• Verify condition is on correct question
• Check trigger question and answer
• May need to refresh page
• Contact support if persists

“Can’t see patient’s answers”

• Check form was submitted (not pending)
• Verify correct patient selected
• Check form response date range
• Patient answers visible in history

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Related Features

• Appointments - Assign forms to appointments
• Patient Records - Form responses appear in profile
• Check-In - Complete forms at check-in
• Consent - Legal consent and signature storage
• Data Export - Export form data for analysis

For advanced form features, API integrations, or HIPAA compliance certification, contact your account manager.