How to create an Intake form :
1. First, click on Charting, in the left-hand menu.
2. Click on the Intake Forms tab, in the top menu.
3. Click the + Add button.
4. Enter the name of your Intake form.
5. Select the language.
If you have clients who communicate in both French and English, consider creating a version of the Intake form in both languages.
Also, make sure to indicate the preferred communication language of each client in their profile. The system will then automatically send the Intake form in the language chosen by the client, as indicated in their profile.
6. Check the box Notify professional by email when client completes their Intake form, if needed.
7. Check the desired options if you want your clients to provide their gender, date of birth, and/or address.
8. Click on + Field to select the type of field needed.
Chief Complaint
Chief Complaint
Allows the client to enter the reason for their visit.
Depending on your settings, the information entered in this field can be displayed in the Summary section of the client file and made mandatory for the client to fill out.
Note
Note
Allows the client to enter free text on multiple lines to provide any relevant additional information.
As with the previous field, you can choose to display this information in the Summary section of the client file and make it mandatory.
Checkboxes
Checkboxes
Allows the client to select relevant choices or "Other," and, if necessary, add additional notes to clarify certain details.
When creating this field, you can add an Other option that clients can select if none of the predefined choices apply.
You can set minimum and maximum numbers of selections.
Pain level
Pain level
Displays a scale allowing the client to select a value out of, for example, for pain assessment.
Section Title
Section Title
Allows you to create a section title, which can be placed at the beginning of a section.
Vitals
Vitals
Allows clients to enter data and add notes.
For example: heart rate (bpm), blood pressure (mmHg), respiratory rate (rpm), temperature (°C), height (cm), weight (kg).
Table
Table
An interactive table where your clients can select options that apply to them, row by row or column by column, depending on the configuration.
Diet
Diet
Allows you to offer the client several choices related to a single category so they can select the one that best applies to them. For example: type of diet (vegetarian, gluten-free, low-sodium, etc.).
File Upload
File Upload
Allows the client to upload a file via this field.
Date Picker (coming soon)
Date Picker (coming soon)
Allows your clients to enter a date.
For example, this can be useful if you need to know the date of their previous appointment.
For each field, you can add a description and choose whether it should be visible in the client's profile, even without an answer.
9. To reorganize the display of your different fields, you have several options:
A: Create sections where you can group all fields on the same topic onto the same page. [Learn more about sections here.]
B: Click the two-arrow icon to expand or shrink the box.
C: The four-arrow icon allows you to reposition the boxes.
D: The document with pencil icon lets you edit the field settings.
E: Delete the field.
10. Click on the Details tab.
11. The waiver to accept upon submission section is editable, allowing you to adapt the text so that your clients or patients agree to these terms.
12. You can require clients to fill out this form only once before their first appointment (or group class). If you leave this section unchecked, the health form will be presented at each appointment for the selected service(s).
13. Once your form is complete, click on the small cross to close.
Manage Sections
Create a section
Create a section
1. Click on the section grouping icon.
2. Select the option Create new section.
3. Enter the name of the section you want to create.
4. Click OK.
Your section is now created! ✨
Identify all Fields in the same Section
Identify all Fields in the same Section
1. Click on the name of the section associated with this field.
2. Click on Identify questions.
3. View each of the fields associated with this section, based on their outline.
Change a Section Linked to a Field
Change a Section Linked to a Field
1. Click on the section grouping icon or on the name of the section already linked to your field.
2. Select the option Change section.
3. Choose the name of the section you want to add this field to.
4. View your changes.
Rename a Section
Rename a Section
1. Click on the name of the existing section.
2. Select the option Rename section.
3. Enter the new section name.
4. Click OK.
Remove a Field for a Section
Remove a Field for a Section
1. Click on the name of the existing section.
2. Select the option Remove from section X.
To set up an automatic sending of a form to the client to complete before their appointment :
To set up an automatic sending of a form to the client to complete before their appointment :
1. Click on Services.
2. Select the professional in question.
3. For each service that requires a health form, select the appropriate form from the dropdown menu — in both languages, if needed.
For the client, there are three ways to complete the Intake form :
For the client, there are three ways to complete the Intake form :
1. By filling it out directly at the end of the online booking process.
2. By clicking on the link included in the appointment notification email.
3. Through the appointment reminder email.
Once completed by your client, the Intake form will be added to their client file, as shown below :
If you chose to be notified when a client completes their form, here is an example of the email you will receive.
For professionals subscribed to one of our new plans (Essential/Premium), an icon indicating that the form has been completed will appear directly on the appointment:
