A quick look at the new intake forms, creating, and editing.
**You can find a Glossary of Terms at the bottom of this page**
A highly-anticipated update has been rolled out for the intake forms, offering increased customization options for the office. Users still have the choice to utilize the existing intake forms, as no alterations have been made to them. To access the new intake forms, navigate to the settings screen and locate the "New Intake Forms" option under the "Appointments" column.
Once you've chosen "New Intake Forms" a fresh screen will greet you with updated features and options, departing from the traditional layout. Let's dive into the "Intakes" panel first.
Here you'll find a list of your intake forms. Simply click on the chevron to the left of the intake name to expand and view the included forms. On the right side of the name column, you can easily see if auto-save is enabled with a checkmark. Additionally, you can identify whether the intake is a system form (built into the software) or a custom form (created by a user).
You may also select if the form will be used for a new or existing patient. In the top right corner, you are presented with the ability to create a new intake form.
If you opt to create a new intake form, a screen will appear prompting you to name the new form. You will also have the option to select a duplicate form from the drop-down box, making it convenient to replicate an existing form and simply add one or two new forms to it.
On the next screen, you have the option to edit the form's name and activate the auto-save function. With auto-save enabled, the patient's details are automatically stored in their patient file as they complete the intake forms, replacing any previous information. If auto-save is disabled, you can review the intake and choose which new or different information you'd like to import into the patient file.
This is where you can customize your intake forms! You have the option to select from existing forms in the drop-down menu or get creative and create your own. All the forms you add will be listed in the order they are presented to the patient. Feel free to rearrange them by dragging and dropping them. Next to each form, you can see if it is a system-created form or a custom one made by a user. If you want to remove any forms, simply click on the X next to them.
When setting up a new form, a screen will appear prompting you to provide a name and the option to select an existing form to build upon or enhance.
Upon naming your new custom form, the next screen will appear. Here, you can begin building your form by utilizing the "add line" button. To preview the form, simply click on the icons located to the right, allowing you to view it on either a computer or a mobile device/tablet.
After selecting to add a line, two new buttons will appear at the top right of the box. The X button allows you to remove the line, while the + button opens up the editing options for you to work with.
Here we are selecting to add Text to our new form. The field name is where you are asking for information such as "First Name" for the patient to input. If the "Multi-line input box" is checked you will see an expandable dialogue box instead of a field bar. The required box means the form cannot be completed without that specific data.
The "Validation & Type" drop-down menu allows you to specify the expected input for each field. You can choose from options such as text, number, email, phone, or zip code. The selection made in this drop-down determines the format of data that must be entered to ensure proper validation.
Any information entered in the "Help Text" section will be displayed below the field, providing clear guidance on what is required for completion.
The "Pre-filled values" drop-down collects the information from the form you wish to save. Meanwhile, the "Where to Save Input" drop-down specifies where the data collected from the form will be stored within the patient's profile, such as their name, address, phone number, and more.
Finally, if you enable the "Highlight patient response when charting" option, any relevant responses will be visually emphasized in the SOAP notes, making them easier to locate during review.
When you choose to add a Dropdown, you will encounter several options. The field name remains consistent, prompting you to specify the information required. Additionally, you will once again see the "Required" checkbox, indicating that this field must be completed to proceed.
The "Preset Choices" feature enables you to select from a curated list of commonly used options, streamlining the process of answering questions.
The "Custom Choices" feature enables you to input your own options, with each choice entered on a separate line. This flexibility allows you to tailor the drop-down menu to better suit your specific needs.
All other options function consistent with the previous system.
When you choose to add a "Date" field to your form, it will provide a calendar interface for users to select their desired date, simplifying the process and eliminating the need for manual input.
The next feature available is the "Checkboxes" option, which enables you to include checkboxes in the form. This functionality allows users to select multiple choices, enhancing the flexibility of the intake process.
The custom choices function similarly to previous options, allowing you to input each choice on a separate line. These entries will be displayed as the available selections for users.
The "Display in Columns" feature provides the flexibility to adjust the number of columns in which your choices are displayed. For instance, in the screenshot above, the choices are organized in a single column. If you prefer to arrange four choices horizontally, you can simply select the option for four columns.
When adding a "Radio" button, the process is similar to that of checkboxes, with a key distinction. While checkboxes allow users to select multiple options, the Radio button presents several choices but permits only one selection. An illustrative example of this functionality is the question, "On a scale of 1-10, what is your pain?" In this scenario, users are expected to choose only one response, ensuring clarity and precision in their selection.
When you incorporate the "Signature" field into the form, it provides a designated area for the patient to affix their signature. Additionally, you have the option to upload any signed documents directly to the patient's file for convenient access and record-keeping.
The next feature available is the "Body/Pain Chart." This addition allows you to incorporate a visual representation of the body into your intake forms, enabling patients to select specific areas of concern and indicate their level of pain. Each option comes with preset choices, while the familiar "Custom Choices" feature remains available for further personalization.
The "Insurance" feature is designed for ease of use. It presents a straightforward drop-down menu that allows patients to indicate their current insurance status. Within this menu, patients can select from three available options, ensuring a seamless experience during the intake process.
Incorporating the "Birthday" field facilitates an efficient selection process for patients, allowing them to choose their date of birth from a convenient drop-down menu instead of entering it manually.
Incorporating the "Check In" field allows patients to seamlessly confirm their arrival. Once they navigate to this page and click the save button, the system will automatically check the patient in, streamlining the intake process.
Glossary of Terms
- Charting (Highlight patient response) - When enabled will highlight certain responses in the SOAP notes area for a quick view.
- Custom Choices - Allows you to enter choices in the drop-down field.
- Drop-Down - A drop-down menu is a graphical user interface element that allows users to choose from a list of options that appears when they click on or hover over a button or other control. The list of options "drops down" from the control, hence the name.
- Field Name - A field can be seen as a specific area in a form where you enter data. It's essentially a place where you can store information, such as a name or an address in a form
- Field Repeater - Is an instance that lets you repeat adding content in the same set of fields over and over again, as long as you need.
- Help Text - This is the text you will see under a field that informs the person what information to enter.
- HTML - Allows you to edit text to be bold, add bullets, change colors, etc.
- Multi-line Input - A box where you can enter more than one line. IE - An explanation, or additional information.
- Pre-filled value - Pre-filling is used to fill in one or more answers on behalf of respondents when they first load the form. That is, it fills those answers in before they possibly could, or pre-fills them. For example, you might want to save the respondent some time when moving through a multi-form flow, where you would pre-fill some similar or duplicated fields on the next form by using answers from the first form.
- Pre-set choices - A choice list is a type of field that lets the patient select from a pre-defined set of choices.
- Required - This field or signature must be filled to complete.
- Where to save input - This determines where the data entered is saved.