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 three options:
1 - with Peptalkr (recommended)
Send it with a Peptalkr transactional email or SMS - instructions
2 - with Cliniko
Send it with a Cliniko reminder SMS or confirmation/reminder email - instructions
3 - with a QR code
If a patient didn't receive the form for some reason, and you want a QR code they can scan on arrival - instructions
How the forms identify the patient
We use variables to identify the patient automatically. 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
When you automate sending your form with either Peptalkr or Cliniko, this data is automatically inserted into the URL before it reaches the patient's email/mobile 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.
If you're adding the form URL to a Cliniko reminder email - be sure to read this article as you'll need to replace the [appid] with Cliniko's version of the variable.
👉 Want to test your forms and see how they come into Cliniko?
Check out this tutorial.
Where the form responses go
Provided we have been able to identify the patient, they go straight into Cliniko!
Cliniko fields automatically mapped
Many of the default fields you find in a Cliniko patient file will have their data automatically updated instantly when a form is submitted.
For example:
Here's a complete list of all fields that can be automatically filled with values from your Peptalkr intake form:
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 for this to work properly - read this tutorial).
Referral Source - Extra information
Click here to see a list of fields that Peptalkr's won't automatically map to
Click here to see a list of fields that Peptalkr's won't automatically map to
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.
Cliniko Custom Patient Fields
We do not currently support Cliniko custom patient fields
Additional questions you ask (e.g. health history)
All of your additional custom questions will go into the place you choose - head to the Settings page and choose an option:
📝 Saving format: Treatment note
Note: Treatment notes are only visible to those with the Practitioner or Administrator role. The treatment note will be authored by the Practitioner whose API key you used to set up your Peptalkr account.
If you select this option, the questions will be laid out in this format - with the question in blue, and the answer in black.
You'll also be able to select on the Settings page whether the treatment note is added as a draft or published.
👉🏼 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.
Treatment note limitations:
Treatment notes can only be authored by the Practitioner whose API key you used on Peptalkr's settings page.
This is because Peptalkr was designed to be low-maintenance. Cliniko only allows treatment notes to be authored by Practitioners whose API key has been provided to an integrator - we chose not to go down this route as it would then require you to constantly be adding/updating API keys for multiple practitioners - and if they were not updated when new practitioners join, or API keys expire - the treatment note would fail. This would be quite a critical annoyance. So for the sake of simplicity - only one API key is required, and this is who will author the treatment note.
Treatment notes cannot contain 'empty' fields (e.g. admin-only fields).
This is because Peptalkr was designed to be low-maintenance and flexible, as such we do not use Cliniko's 'Treatment note templates' (which allows for blank fields). We generate a custom treatment note per patient, which is ideal as it doesn't then depend on you creating a treatment note template that perfectly matches the Peptalkr form - an ongoing pain to manage. But it also means we cannot create blank fields for you to complete during the appointment.
So my suggestion is to create a Cliniko treatment note template specifically for the admin question - for example, you might call it 'Admin Notes' and add the fields you require, so that during-appointment you can add a new treatment note using that template to populate the remaining data.
📎 Saving format: PDF
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 or direct them to fill it in if they haven't.
If you select this option, a PDF will be added to the 'Files' section of the patient's file. Open the PDF to view their answers - with questions in bold and answers in regular text.
FAQs
Can I send you my current intake form?
Absolutely. We'll copy all your questions over to the Peptalkr version of the form and make it look swish.
Can I edit 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.
Can I have more than one the intake form?
Yes! Use the chat bubble to request a new intake form.
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.