You can send a patient intake form to patients via three methods:
Click Settings > General.
In the Patient Portal section, click the Edit (pencil) icon next to "Patient intake form" (NOTE: Make sure you looking at the Patient Portal section, not Clinical Settings).
Under "Send patient online form for online booking", select Enable.
In the Send Form drop-down menu, select whether you want to send the intake form with every online booking or only on the patient's first online booking with a practice group.
In the Patient Form drop-down menu, select the intake form to send.
In the Communication Template drop-down menu, select "Intake form template" (or any template you have created that includes the dynamic term [Online Form Link]). This is the email template the patient will receive, containing a secure link to the intake form.
RESULT: Whenever a patient makes a booking that fits the rules you have set up, the form is emailed using a secure link within the email template that expires after 14 days. If you enabled two-factor authentication (2FA), patients are further emailed a secure code they must enter in order to access the form. Patients must enter the code and complete the form before the link expires.
Click a patient's name to go to a patient's General profile.
In the Contact Details section, ensure that a patient has a valid email address (otherwise, click Edit in the section header with the patient's name to add one).
Click the "Send an Intake Form" icon in the Contact Details section of the patient's profile.
The Patient Intake Form pop-up appears. In the Intake Form drop-down menu, select the intake form you wish to use.
In the Sender drop-down menu, select a practitioner to send the form on behalf of. The patient will be considered a patient of the selected practitioner, granting them access to the intake form and saving you from having to manually add a practitioner relationship.
If you are a practitioner with Full Access, Clinical Access or Own Records and Other's Contact Access, this will default to your own name; however, you can select another practitioner. If you are an administrator, you must select a practitioner. if you are a practitioner with Personal Access only, the patient is assumed to be one of your patients and you cannot see this field.
Complete the Sender Email, Sender Name, Subject and other email fields, including CC and BCC email addresses to copy in.
(Optional) Set an Expiry Date. After the expiry date, the secure link to the intake form no longer works.
In the Template field, select "Intake form template" (or any communication template that includes the dynamic term [Online Form Link]). The Email Content field below will automatically populate with the template you select.
Make any changes you would like in the Email Content field, including formatting changes.
RESULT: The form is immediately emailed using a secure link within the email template. This link will automatically expire after the expiry date. If you enabled two-factor authentication (2FA), patients are further emailed a secure 2FA code they must enter in order to access the form. Patients must enter the code and complete the form before the link expires.
When completing the intake form, patients can save their progress without submitting it allowing them to return to it at a later stage. To return to the form, the patient just needs to click on the link in the email again, a new secure code will be generated which they can enter in order to re-access the form.
If you have 2FA enabled, the 2FA code is sent in a second email after patients click the link. Ensure your patients check their inbox for the second email.
To prevent accidental overwriting, the secure link to an intake form also expires if you send another intake form to the patient before the first form is completed.
The campaigns feature allows you to create a mailing list from a report and send a message to everyone on the mailing list. You can attach your intake form to a campaign, set it up so that it only targets new patients (patients with only one appointment), and then set the campaign to recur every day. Using this method, you can effectively automate sending intake forms to new patients without setting up online bookings.
For information on how to do this, see Useful Campaigns for your Practice and follow the parameters listed under "Welcome / Introductory Pack".