Send patient intake forms

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When you send patients an intake form, they receive an email containing a secure link that they can click to take them to the form. Once they complete and submit the form, the information is automatically added to their patient profile in Halaxy.

You can send a patient intake form through any of these three methods:

  • Automatically send an intake form when a patient makes an online booking

  • Automatically send intake forms through a campaign

  • Manually send an intake form as needed.

Note

You must first set up your patient intake forms before you can start sending them to patients.

Caution

To prevent accidental overwriting, the secure link to an intake form expires if you send another intake form to the patient before the first form is completed.

Send intake forms to patients

Automatically via online bookings

If you have online bookings enabled, you can automate sending intake forms to patients when they book an appointment online. Set and forget, and your intake forms will take care of sending themselves.

  1. Click Settings > General.

  2. Under the section Patient Portal, next to Patient intake form, click the Icon-Edit.svg Edit icon. (Note: Make sure you are clicking in the Patient Portal section - not the Clinical Settings section.)

    Patient-Intake-Form-Setup-01.png
  3. In the pop-up, configure the following settings:

    Patient-Intake-Form-Send-01.png
    • Send patient online form for online booking: Set option to Enabled.

    • Send form: Select one of the following options.

    • Patient form: Select the intake form to send automatically for online bookings.

    • Communication template: Select the email template to use, which will contain the intake form link. (Note: The template you select must contain the dynamic term [Online Form Link] which displays in the email as the clickable link to the intake form.)

  4. Click Submit.

Whenever a patient makes an online booking, they automatically receive the email template you selected containing a secure link that will take them to the intake form. The link will expire after the time you specified in the intake form expiry period.

Automatically via campaign

Campaigns are a Halaxy feature for sending bulk messages – such as announcements or promotions – to targeted audiences. With campaigns, you can run a filtered report that you can save as a mailing list, then send an automated email to that mailing list at a scheduled time and frequency.

With such precise controls, campaigns can be set up to send intake forms to new patients, even if your practice does not use online bookings exclusively or at all. By using campaigns, you won't have to worry about manually sending intake forms again, as they are sent out for you automatically.

Example: Create a campaign that sends a patient intake form every day to all new patients (those with only one booked appointment in their appointment history) of a specific location exactly seven days before their first appointment.

  1. First, run a report to set up your target audience: new patients who have their first appointment in seven days.

    • Go to Reports > Appointment.

    • Click New Report.

    • Add the following settings:

      • Report Type: Attendance

      • Length: equals 7 days before next booked/confirmed appointment

      • Appointments: 1 total appointments

      • Location: Select a location.

    • Click Run.

    • The report will display the current results. Click Save.

    • A pop-up will appear with settings for the saved report.

      • Configure the following settings:

        • Title: New Patients - (Location Name)

        • Description: All new patients at (Location Name)

      • Click Save.

  2. Then, create and schedule a campaign for sending your intake form to the target audience in the report results.

    • In the top right, click Set as a campaign.

    • Configure the following settings:

      • Name: New Patients - (Location Name) - Intake Form

      • Schedule Date: Enter the date and time the intake forms should start sending.

      • Email Template: Select the email template to use, which will contain the intake form link. Note: The template you select must contain the dynamic term [Online Form Link] which displays in the email as the clickable link to the intake form.

      • Intake Form: Select the intake form to send automatically for online bookings.

    • Click Repeat Campaign.

      • Repeat every: 1 day

    • Click Save.

You now have a campaign that will send a daily email with the patient intake form to the target audience generated by your saved report each day.

Manually as needed

If you prefer to have more control over when to send intake forms to patients, you can opt to send them manually and individually as needed.

  1. Go to the patient's profile.

  2. In the General tab, check first that the patient has a valid email address. (If they don't yet, click Edit to add one.)

  3. Under the Contact Details section, click the Icon-Intake-Form.svg Send Intake Form icon.

    Patient-Intake-Form-View-01.png
  4. The patient intake form pop-up appears. Configure the following settings as follows:

    Patient-Intake-Form-Send-02.png
    • Intake Form: Select the intake form template to send to this patient.

    • Expiry Date: Select the date until which the intake form will be available for the patient to complete. The patient will no longer be able to access the form after this date.

    • Sender: Select the practitioner this intake form will be sent from.

      • Practitioners will have their own name selected by default. Practitioners with Personal Access do not have the option to choose another practitioner, and therefore will not be able to see this field.

      • Administrators can select the practitioner this form will be sent from. The selected practitioner will automatically be granted access to this patient's intake form once completed.

    • Sender Email and Sender Name: Fill out with the required details.

    • Subject: This field will fill out automatically once a Template option is selected, but you can opt to change this.

    • Recipient: Select the person who will be receiving the intake form.

      • Patient: The intake form will be sent to the email address in the patient's profile.

      • Other: The intake form will be sent to a specified contact (such as a parent or guardian).

    • CC and BCC email and patient contact fields (optional): Enter any other email addresses or the patients' saved contacts you want to receive the intake form.

    • Template: Select the email communication template to use, which will contain the intake form link. Note: The template you select must contain the dynamic term [Online Form Link] which displays in the email as the clickable link to the intake form. This will appear in the Body Message field.

    • Attachments (optional): Click Add File to attach more files in the email.

    • Body Message (optional): The selected email communication template will appear in this field. You have the option to make changes. Any changes made here will be sent to the patient for this email but will not save to the original template.

  5. Click Send to email the intake form to the patient.

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