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The intake form
The intake form

Onboard new patients with ease using Peptalkr's intake form

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

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 πŸ‘ŒπŸΌ

A quick recap of the intro:

  1. A standard intake form has been preloaded into your account on the forms tab

  2. It will look something like this

  3. It will automatically feed into Cliniko when filled out - many fields will automatically map to Cliniko, the rest will be saved into a treatment note or PDF per your settings.

  4. It can be sent to patients in lots of different customisable ways!

How is the form sent to patients?

You will need to set up a Peptalkr transactional email or an SMS. You'll be able to select when the patient receives it. For example, you could set it up to send when a patient books an 'Initial' appointment type, or if you do not have appointment types set up specifically for new patients - you could schedule it to send when a patient who has had 0 appointments, books in an appointment.

Does the form auto-identify who receives the form?

Yes! As long as you are using the latest version of Peptalkr forms (everyone who signed up in 2022/23 is using the new forms). To check if you are, click here. When the form is sent through Peptalkr with an SMS or a smart transactional email it will automatically-identify the patient.

🚨 If you plan on sending the form with Cliniko - your form URL will need be changed. Click here for more information about that.

To learn more about how this works and know what the patient's experience will look like, go to this πŸ‘‰πŸ» article πŸ‘ˆπŸ»

Where do intake form entries go?

Straight into Cliniko. Given the patient already has an appointment in Cliniko, then it means they have an existing patient file for us to send the form response to.

So, we'll automatically identify them.

If you're using the latest version of the forms, and you're sending them with Peptalkr (or Cliniko if following these instructions) we'll ID the patient via the 'Appointment ID' or 'Patient ID' which is automatically attached to the form when the patient clicks the link in their email/SMS.

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 map into Cliniko's patient file fields automatically?

The following fields will map directly to Cliniko's corresponding fields in the patient file. However, you must ask these questions for us to map them to Cliniko. Our default form includes all of these questions - we can remove any you do not require.

  • Title

  • First name

  • Preferred first name

  • Last name

  • Date of Birth

  • Sex

  • Gender Identity

  • Privacy Policy acceptance

  • Mobile number

  • Email address

  • Address

  • 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

Any other fields in the form (custom questions) 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).

Which fields map don't map into Cliniko?

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.

Any other fields in the form (custom questions) are added to the treatment note/PDF as well.

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:

  1. PDF

  2. Treatment note (draft)

  3. Treatment note (published)

  4. 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.

πŸ‘‰πŸΌ Please be cautious 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.

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