Intake forms are structured questionnaires that patients fill in before or between appointments. As a practitioner, your job is to send them, review responses, and act on any mapped data — not to build the templates (that's an admin task).
What are intake forms?
Forms collect structured information from your patients — health history, symptoms, lifestyle factors, medication lists, and more. Patients can complete them on any device before their appointment, so you have the information you need before they walk in the door.
Admin users build and manage form templates. See Forms (Admin) for template creation, field configuration, and reminder scheduling.
Viewing forms on a patient record
Open any patient record and go to the Forms tab. You'll see every form assignment for that patient, along with its current status.
| Status | What it means |
|---|---|
| Pending | Sent to the patient — awaiting completion |
| Completed | Patient has submitted the form |
| Revoked | Assignment was cancelled before completion |
Click on any completed form to read the full submission in the order the patient answered it.
Fields that don't appear in submissions
Instruction and section header fields are display-only. They appear on screen to guide your patient through the form, but they aren't recorded in the submission — you won't see them when reviewing responses.
Sending a form manually
You can send a form from any patient record at any time:
- Open the patient record
- Go to the Forms tab
- Click Send Form
- Choose the template from the list
- Confirm — the patient receives an email with a link to complete it
Forms with field mapping can save you significant data entry time. When properly configured in the admin portal, submitted answers auto-populate patient profile fields like medications and allergies — no manual copying required.
Field mapping: applying submitted answers to the patient record
Some forms have field mapping configured, which means submitted answers can be automatically applied to structured fields on the patient record — for example, a new medication the patient listed, or an allergy they disclosed.
When a completed form has pending mappings waiting for your review, a badge appears on the patient record. Click it to review each suggested mapping and accept or discard it. You're always in control — nothing is applied without your sign-off.
Automatic reminders
If a form is linked to an appointment and a reminder schedule has been set up by your admin, patients receive automatic email reminders at the configured intervals. Common schedules include reminders at 72h, 48h, 24h, and 4h before the appointment. You don't need to do anything — the reminders go out automatically.
Revoking a pending form
Made a mistake? You can revoke a Pending form assignment from the Forms tab on the patient record. This cancels the assignment and the patient's link stops working.
You can only revoke forms with Pending status. Once a patient has submitted a form, it cannot be revoked — the submission is part of the clinical record.