Set up patient intake forms

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Who can do this?

All users and access levels

Intake forms allow you to request and record personal and health information from patients before they arrive for their appointment. Getting to know your patient beforehand can be beneficial for treatment, help streamline administration and reduce information errors.

Once a patient submits their intake form, their patient profile in your account is automatically updated with their details. It's a handy tool that not only provides you with clearer insight to the patient, but also significantly reduces your admin work.

To set up your patient intake forms, you will first need to enable them for use in your practice, then create the patient intake form template.

Overview

What information can you capture in a patient intake form? Anything you need! Here are some common examples:

  • Personal details

  • Payment details

  • Funding or claim details

  • Referral details

  • Social history information

  • File attachments

  • Consent to treatment or terms and conditions

In fact, patient intake form templates are completely customisable to your needs!

When you send an intake form, the patient receives an email with a secure link that contains the form, where they can fill in their details. The link expires after a specified time (14 days by default), so patients must complete the form within that time.

After the patient submits the form, their answers appear as a clinical note in the patient's profile.

Tip

You can also add templates (such as clinical questionnaires) or attach files (such as information pamphlets) to your intake forms.

Enable patient intake forms

  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-Setup-02.png
    • At the first radio button selection, select Enable.

    • Patient intake forms require 2FA: Select to use or not use two-factor authorisation.

      • Yes: Patients will be emailed an authentication code that they will need to enter to access the intake form.

      • No: Patients will be able to access the intake form right away.

    • Intake form expiry period: Specify the amount of time that the intake form will remain active after sending.

    • Intake form link label: This is the text in the email that appears as the clickable link to the intake form wherever you add the dynamic term [Online Form Link]. This setting applies to all your intake forms.

  4. Click Submit.

Note

If you enable two-factor authorisation (2FA), the 2FA code is sent in a second email after patients click the link. Make sure to inform your patients to check their inbox for the second email.

Create a patient intake form template

You can create different types of intake forms and select which one to use when sending.

  1. Click Settings > General.

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

    Patient-Intake-Form-Setup-03.png
  3. In the top right, click Add Form. (Note: Halaxy provides a default patient intake form that you can click to edit.) This takes you to the template editor screen where you can begin creating your intake form.

    Patient-Intake-Form-Setup-04.png
  4. In the Patient Intake Form section:

    Patient-Intake-Form-Setup-10.png
    • Template Name: Enter a name for your intake form type.

    • Description: Enter a short description of the purpose of the intake form.

  5. In the Intake Template section:

    • Status: Select the status of your intake form.

      Patient-Intake-Form-Setup-05.png
      • Active: Available for sending.

      • Archived: Unavailable for sending. (For forms that are outdated or no longer in use.)

    • Sections: Information blocks you wish to include in this intake form.

      Patient-Intake-Form-Setup-06.png
      • Include patient details **: Tick to ask for patient name, date of birth, email address, home address, phone numbers and emergency contacts.

      • Request credit card details: Tick to ask for credit/debit card information.

      • Credit card details are mandatory: Tick to require patient to add credit/debit card information. (This option is only available when Request credit card details is ticked.)

      • Request bank account details: Tick to ask for patient's bank account details to deposit rebates.

      • Include Social History information: Tick to include your Social History form. (This option is only visible if you have enabled the Social History form in your Halaxy settings.)

      • Include funding information **: If ticked, the Select Some Options box appears where you can click to select funders, and the patient will be asked to provide their claiming information for these selected funders.

      • Include referrer details **: Tick to request patients for their referring practitioners' details for each funder selected in the previous option. (This option is only visible when Include funding information is ticked.)

      ** Sections that have the option to request file uploads (.jpeg / .jpg / .png / .pdf) from patients. Tick the checkbox under the Icon-Add-File.svg Add File column to allow patients to upload files for this section.

    • Manage Templates

      Patient-Intake-Form-Setup-07.png
      • Add another template: You can add an additional template that you have created or imported. If you are adding multiple templates, you can reorder the templates on the form by clicking and dragging the icon on the left. To remove a template from the intake form, simply click the Icon-X-red.svg red X icon beside the template name.

    • Attachments: You can attach any other files you wish to send to patients before their appointment - such as a flyer or pamphlet for your practice.

      Patient-Intake-Form-Setup-08.png
  6. When you're finished, click Save.

Tip

You can add a consent form as a template to capture your patient's signature or consent as agreement to treatment or terms and conditions. To do this, you must first set up a consent form template.

Add additional sections

Under Section (optional): You can add custom sections with questions or input fields. These additional sections will appear as a new page in the intake form.

  1. Click Add Another Section.

  2. Section Heading: Enter the name for this section.

  3. Description (optional): Enter a quick description for this section.

  4. For Questions / Fields:

    • Click Add another question.

    • In the Question / Title field, type the question or input field you wish to add.

      • If you have already used this question or field before, it will appear in a dropdown list for you to select.

      • If this is a new addition, you must click Add a new template question. Tick the Mandatory checkbox if you wish to require the patient to answer this question. In the pop-up, complete the settings as needed for your question. Then select Save.

  5. Add as many sections and questions as you need. Use the Icon-Arrow-Up.svg Up arrow and Icon-Arrow-Down.svg Down arrow icons to change the order of questions.

  6. When you're finished, click Save.

Duplicate an existing patient intake form template

If you need to create multiple intake forms that share similar questions, you can save time by duplicating an existing patient intake form, so you don't have to build one from scratch.

  1. Click Settings > General.

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

  3. In the list, click the intake form you wish to duplicate.

  4. In the top right, click Copy Intake Form.

  5. A new copy of the intake form is created. Give it a new Template Name and fill in the details as required.

  6. Click Save.

Edit a patient intake form template

  1. Click Settings > General.

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

  3. In the list, click the intake form you wish to edit.

  4. Make your changes to this intake form as needed.

  5. Click Save.

Note

When you edit an existing patient intake form, it will update in all the active form links that have been sent out to patients.

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