Have you read our intro to Peptalkr forms? Start there if you haven't. If you're looking to learn more about intake forms - you're in the right place 👌🏼
Want to see what our standard intake form looks like?
We can change the questions in any way - use the chat bubble to send us your existing intake form questions, or provide us with your changes.
How the form is sent to clients
You have two options:
Send it with a Peptalkr SMS or transactional email - instructions
Send it with a Cliniko reminder SMS or confirmation/reminder email - instructions
While you technically can send the form manually to a client - it's best to use an automation as this ensures we can 'auto-identify' the client filling in it, so that it can be attached to the existing client file.
How does auto-identification work
We use variables to identify the patient. Variables add some extra information to the form URL that let us know exactly who is filling it in - namely:
The appointment ID or patient identification number
That's why your form URL contains this:
#a=[appid]
The [appid] part will automatically be automatically replaced by a real appointment ID/patient ID when the form is sent with Peptalkr. (or Cliniko - though Cliniko's variables are different to ours so do make sure you read this if planning on sending with Cliniko).
👉 Testing your form? You must replace the [appid] with a real patient ID or appointment ID if you want to test this in action - otherwise your form will not actually be sent into Cliniko. So go ahead and create yourself a test patient in Cliniko, and grab the patient ID from the URL - see the highlighted area below:
Then place that into the [appid] part of the form URL before opening the form in your browser.
e.g. if your form URL is:
https://peptalkr.typeform.com/to/example#a=[appid]&name=[patientfirstname]
It will become this:
https://peptalkr.typeform.com/to/example#a=6847974&name=Jane
Where do intake form entries go?
Provided we have been able to identify the patient, they go straight into Cliniko.
The following standard questions that have a default field in Cliniko will be automatically transferred into the corresponding Cliniko field:
Title
First name
Preferred first name
Last name
Date of Birth
Sex
Gender Identity
Privacy Policy acceptance
Mobile number
Email address
Address (all fields)
SMS marketing opt-in
Email marketing opt-in
Occupation
Emergency Contact
Medicare number
Medicare reference
Referral Source - Referral type (*You must provide us an exact list of your referral sources in Cliniko, including sub-items - if no match is found, the referral source will be listed as 'Other' with the patients selection as the custom text)
Referral Source - Extra information
All additional questions will go into either a PDF or a treatment note depending on what you selected on the Settings page of your Peptalkr account:
What if you can't identify the patient automatically?
If for some reason we can't identify a patient with the appt ID or patient ID, we will search for them by looking for an exact match on their:
First name
Last name
DOB
If we find a match, we'll send the form answers there. If we don't - we'll create a new patient file.
Which fields don't map into Cliniko fields?
We do not map the following default Cliniko fields currently:
Pronouns
Related Patients
Other types of phone numbers
Time zone (this defaults to your 'account' timezone)
Automated reminder type (defaults to your Cliniko account settings)
Receives confirmation emails (defaults to your Cliniko account settings)
Receives booking cancellation emails (defaults to your Cliniko account settings)
Billing information (all fields)
DVA card number
Reference number
Referring doctor
We will be adding more of these fields in the future, but as of now - if you ask these questions, they'll be transferred into the PDF/intake form that is also attached to the patient file.
We do not currently support Cliniko custom patient fields
Form saving options
On the Settings page of your account you can select the 'saving format' for your forms You have a choice of:
PDF
Treatment note (draft)
Treatment note (published)
Both (you must contact us if you want 'both' enabled on a specific form)
What if I selected 'PDF' - what happens?
All the extra fields will save into a PDF file which is in the 'Files' tab of the Cliniko patient profile. Power Receptionists can see these so it's our preferred choice! That way your receptionists can verify that a patient has filled in the form upon their arrival at the clinic.
What if I selected 'Treatment note' - what happens?
This is a much more restricted setting. A treatment note will be created in the patient file. It will not be visible to Power Receptionists or anyone who doesn't have a Practitioner or Administrator role. It will be authored by the Practitioner whose API key you entered on the Settings page when you signed up. You can also select whether the treatment note should be saved as a draft or published note.
👉🏼 Please be mindful that if you have enabled restricted treatment notes in Cliniko, no other practitioners other than the one whose API key you used on the Settings page will be able to view it. We recommend you use PDFs in this instance.
Changes to forms and additional forms
Can I change the intake form?
Yep! Simply use the chat bubble to let us know what you'd like to change on the form and we handle it for you.
Forms are not self-editable at this time. We do it for you.
Can I have more than one the intake form?
Yes! Use the chat bubble to request a new intake form.