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Introduction to using Peptalkr forms
Introduction to using Peptalkr forms

How they work and how to use them

Monique Clark avatar
Written by Monique Clark
Updated over a week ago

Creating intake forms can be a tricky process! With so many fields and conditions to add, you could be stuck for hours at your computer trying to get it done. We make it pretty dang easy for you by doing all the 'form building' for you 🀯

When your account is first onboarded you will find two forms on the Forms tab in your Peptalkr account:

  1. New patient intake form - see a preview
    A series of essential questions about the patient, as well as additional questions relating to their reason for visiting and health history.

  2. Feedback form - see a preview
    A simple feedback form including Net Promoter Score.

These forms are built using an advanced form builder called Typeform - a very unique form system that looks and feels more like a conversation than a traditional form. They are 100% mobile friendly and can be accessed from any device at any time.

These forms are 'standard' and contain questions we have found to be universally useful to health practitioners. However, we understand you may want to add or remove some questions, change wording or provide totally different questions.

How Peptalkr Forms Work

  • βœ… We create the forms for you.

  • βœ… Patients/clients essential information is automatically transferred into the corresponding field in the Cliniko patient file.

  • βœ… Forms are intuitive, beautiful and ask one question at a time.

  • βœ… Forms display a visual progress tracker.

  • βœ… Forms estimate time to complete automatically on the very first page.

  • βœ… Forms have conditional logic so you can ask/hide questions based on previous responses.

  • βœ… Forms can be inserted into any Peptalkr email or SMS and automatically identify the patient filling it in.

  • βœ… Forms can be send in Cliniko's reminders/confirmation.

  • βœ… Forms ensure users accept your privacy policy and update the privacy policy acceptance field in Cliniko for that person.

  • πŸ‘ Forms save into the Treatment Notes OR Files tab of the patient/client file (your choice).

  • πŸ‘ Forms can accept digital acceptance of terms (e.g 'I accept' - not signatures).

How does this differ to Cliniko forms?

Cliniko forms are little different. Here's the key differences:

  • βœ… You create the forms yourself from the Cliniko settings page.

  • βœ… Patients/clients can provide a physical signature.

  • βœ… Form responses are saved into the Forms tab of the patient/client file.

  • πŸ€” Forms can only be sent using Cliniko (not Peptalkr).

  • πŸ€” Patients/clients essential information is not transferred into the corresponding fields in Cliniko (address, phone number, emergency contact etc).

  • πŸ€” The patient/client sees all forms fields on a single page (overwhelming for long forms).

Making changes to your forms

We handle this for you. Get in touch with us via the chat bubble and attach your form changes as a Word Document or Google Drive document.
And yes - forms can have conditional logic (i.e if user answer X this, then also ask Y etc).

πŸ™‹πŸ»β€β™€οΈ FAQS

Does the form automatically know which patient is filling it in?

Yes. Both the feedback and intake forms do. However - you MUST send the forms using an SMS or Smart (Transactional) Email - that way we can pass through the patient's appointment ID and identify them automatically. They can still update their information via the form, but we'll know which patient file to update automatically.

If you do not send the form using an SMS or Smart (Transactional) Email (i.e you send it directly to the patient from your personal email, or if you send it via Cliniko SMS/email, or by using a Peptalkr marketing campaign) then the patient will be identified based on the first name, last name, DOB and mobile number that they enter in the form. If no patient exists in your Cliniko account matching exactly what they enter - a new patient file will be created.
If the patient gives different information in the form that doesn't match the First Name, Last Name and DOB in their Cliniko profile, it will make a whole new patient in your Cliniko account with this new information. In this case, you will have to merge the patient profiles to create one correct patient.

For more information on how auto-identification works check out this article:
​Do forms automatically identify which patient is filling it in?

Do patient information fields map directly to the corresponding fields in Cliniko?

For intake forms - yes. The following fields will map directly to Cliniko fields:

  • Privacy policy acceptance

  • Title

  • Preferred name

  • First name

  • Last name

  • Sex

  • Gender

  • Mobile number

  • Email address

  • Address

  • Occupation

  • Emergency contact

  • Medicare number

  • Medicare reference number

  • Referral source

  • SMS marketing opt-in

All other fields in the form are added to the patient profile as either a Treatment note or a PDF depending on what you selected on the Settings page (you can change this setting at any time).

If you selected treatment note - the note will be titled Peptalkr Intake Form and it will be published by whichever Practitioner you used to create the API key you used to set up Peptalkr.

πŸ‘‰πŸΌ If you want reception staff who do not have admin access to be able to see the intake forms have been successfully received, we recommend you use the 'PDF' option as reception staff will have the necessary permissions to view this area.

Where do feedback form responses go?

The feedback form operates a little differently! Responses are stored in a Google Spreadsheet which is accessible to you at anytime from the 'Forms' tab of your account. Read more about the feedback form here.

Can I have more than one intake or feedback form?

Yes you can. Simply get in touch to discuss your needs.

Can I add a policy acceptance/waiver to my form?

Yes - one is already included at the start of the form. We can customise the text to your needs. Our form will simply present the patient with an 'I agree' button.

Can I use patient forms I created with another platform?

Yes, as long as there is a public link to the form then you can use any patient form building service. Simply paste the link to the form into your email/SMS templates. If you have several forms - that's no problem. You can create different email/SMS targeting the correct patients for each form. Finger Ink is a popular form-creation app (that we love) and can be used with Peptalkr easily.

I already use Cliniko forms - can I use those with Peptalkr?

And you can continue to if you wish, however, we will be integrating with Cliniko's forms in the near future - meaning you'll be able to insert Cliniko forms into your Peptalkr communcations. Feel free to continue sending your Cliniko forms using Cliniko's built in SMS/email confirmations and reminders.

Or you can make the switch to Peptalkr forms.

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