In this support article, we'll walk you through the steps of creating a intake form template, allowing you to easily collect structured data from patients prior to booking. Whether you're seeking gathering medical history, or confirming information with the patient, our intake form template feature is here to simplify the process and enhance your workflow.

An intake form is a predefined set of questions that your patients will be asked to complete whilst they are booking an appointment. When the appointment has been confirm you can see the intake form response in your inbox where you can save it to the patients medical record.

Create a new intake form

1. Navigate to the main settings page using the ⚙️ icon in the top right hand side of the page.

2. Once on the main settings page click on the communications setting box, this where you can manage your your communication settings.

3. Click on Questionnaire templates to see a list of all your existing questionnaire and create new ones.

4. On the top left hand side of the screen click Add questionnaire to create a new questionnaire.

5. Using the Add question button you can add different questions types and specify the question, description and optionally associate SNOMED codes to the question responses.

6. Once you have added all your questions and you have reviewed the questionnaire you can save the new questionnaire by clicking the save button. This will return you to the main questionnaire page.

💡 Top tip: Make sure you add a description to you intake so other user know what the intake form is used for! 💡

Available form components

• Short text entry

• Number entry

• True or false

• Date picker

• Long text entry

• Radio button

• Drop down

• Multiple check boxes

• Consent boxes

• Statement

• File upload

Edit existing intake forms

1. Find the form you want to edit and click Options > Edit, this will open the questionnaire builder and show you all the existing questions

2. To add a new questions click Add question at the bottom of the page and specify the question, description and optionally associate SNOMED codes to the question responses.

3. To edit an existing question, hover over the question you wish to change and click edit on the left hand side, this will open the question modal where you can change the question, description and optionally associate SNOMED codes to the question responses.

4. Once you are happy with your changes, click save at the bottom of the page

Create custom restrictions on appointments

Intake forms are an excellent way to create custom restrictions for an appointment, when the standard appointment restriction are quite enough. For example, if you have an appointment that should only be booked by people who are pregnant you can add a consent box questions and require user to confirm they are pregnant prior to booking.

Add an intake form to an appointment type

To enable patients to complete intake forms whilst booking an appointment, you will need to associate the intake form to the appointment type:

1. Navigate to the main settings page using the ⚙️ icon in the top right hand side of the page.

2. Once on the main settings page click on the Appointment setting box and click on Appointment types to show a list of all the appointments configured at your practice group

3. Find the appointment type you wish to add the intake form to and click Options > Edit, to open the appointment configuration page

4. Click on the General tab at the top of the page and navigate to Intake form

5. Then open the intake form menu and select the intake form you wish to add to the appointment's booking flow

6. Once you have selected the intake form you can click Save changes in the top right of the page

Complete an intake form on behalf of a patient

As an administrator when you complete a booking on behalf of a patient, through Hero, you will be prompted to complete the intake form on behalf of the patient.

1. Start the booking flow on behalf of the patient via the 🏠 home dashboard or from the 👥 patient dashboard

2. Select your appointment, location, practitioner and appointment time click continue

3. If the appointment type has a intake form attached you will be asked to complete the form.

   Either complete the questions now on behalf of the patient and click Submit form to confirm the appointment

   Or click Skip to confirm the form without completing intake form.

4. The appointment is now confirm to review the intake form you can open the appointment details via the 📆 Diary, the 👥 Patients dashboard or 🕓 Appointments list and click on response in the Questionnaire section of the appointment page.

What patients see

On the appointment review page, before the patient can confirm their appointment, the patient will be prompted to complete the intake form. Once the form is complete the patient will be able to confirm the appointment and you will be able to find the appointment intake form in the practice your inbox.