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Intake Forms

Intake forms let your practice collect medical history, medication lists, acknowledgements, and other intake paperwork through the Patient Portal — patients complete them at home, and the answers come back as a reviewable document instead of a clipboard page.

Building forms (Setup › Intake Forms)​

The Intake Forms setup page lists your practice's forms with their status (Draft / Published / Retired), version, field count, and how many requests are open. To get started quickly, Import from catalog brings in starter forms — medical history, medications & allergies, HIPAA acknowledgement, photo authorization — as drafts you can adapt.

The form builder organizes a form into sections of fields. Field types include short and long text, yes/no, checkbox (attestation), choose-one and choose-any lists, date, number, phone, and email, plus headings and instruction text. For each field you can set:

  • a label, required flag, and help text;
  • pre-fill from the patient's record (so their name or phone is already entered);
  • validation limits (minimum/maximum, length);
  • conditional display — show a field only when an earlier answer matches (for example, "List your allergies" only when "Any allergies?" is Yes).

A live preview shows the form as the patient will see it while you build.

Publishing and versions​

Publish validates the form and makes it sendable, stamping a version number. Every request you send carries the version it was sent with — editing a published form never changes requests already sent; publish again to issue a new version. Forms that have ever been sent are retired rather than deleted, so history stays intact.

Sending a form to a patient​

Send a form from the patient's page, from their Forms tab, or straight from the Inbox thread toolbar (Send form). Choose the form, an optional due date, and an optional note. The patient needs an active portal account; the request reaches them as a portal message with their usual notifications, and duplicate open requests for the same form are blocked.

Tracking and reviewing​

Each patient's Forms page lists every request with the form name and version, when it was sent, the due date, and its status. From there you can:

  • Answers — review the structured answers on screen, or download the PDF of the completed form;
  • Remind — nudge the patient about an unfinished form;
  • Cancel — withdraw a request that is no longer needed.

Completed forms also arrive as documents in the Portal Docs queue, ready for review alongside everything else the patient sends.