Online intake forms before the first visit
New patients fill in details and consent online, so the first session starts on time.
The problem
Paper forms in the waiting room eat into appointment time and have to be typed up.
What it could earn or save you
Rough estimate- Time
- Roughly 1 to 2 hours a week
How we got this: Based on ~10 minutes saved per new patient. Rough estimate; your results will vary. Your results depend on your business; this is an illustrative estimate, not a guarantee.
How to switch it on
- 1
Use the built-in intake forms in Jane App or Cliniko, or a HIPAA plan on Jotform.
- 2
Include contact details, consent and medical history questions your clinicians approve.
- 3
Send the form automatically with the booking confirmation.
- 4
Have the form save directly to the patient file.
Tools you can use
- Jane AppVisit site (opens in new tab)
Booking, charting and billing for clinics such as physio and therapy, with reminders and intake forms.
- ClinikoVisit site (opens in new tab)
Practice management for allied health with reminders, online booking and patient forms.
- Jotform HIPAAVisit site (opens in new tab)
Form builder with HIPAA-compliant plans and signed BAAs for intake forms.
Tool links are plain links for now. Some may later become affiliate links, which will always be labelled. Check each tool’s current pricing on its site.
Template and prompt
Privacy & compliance: Never paste patient names, health details or records into general AI tools like ChatGPT or Gemini; use them only to draft generic templates. Send real patient messages through a HIPAA- (US) or GDPR- (EU/UK) compliant system, with a signed BAA or data processing agreement where needed. AI here is for admin and wording only, never for diagnosis or clinical advice. Check your professional body’s rules on consent and marketing.
Template:
Welcome to {clinic}! Please complete your intake form before your visit on {date}: {link}AI prompt (generic text only, no patient data):
Suggest a clear, friendly structure and plain-language wording for a physiotherapy new-patient intake form. List sections only; our clinicians will write the medical questions.