Feature Update | Intake and Consent Forms - Owl Practice Blog

Feature Update | Intake and Consent Forms

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Do you ever struggle with getting your clients to fill out and sign your intake and consent forms?

Bringing on a new client is supposed to be a time of celebration, but it can often end up being a frustrating process. Onboarding new people into your practice management solution isn’t something you can do alone; you need their help. Their personal, contact, payment, and other information is necessary to create a comprehensive profile for them in Owl Practice’s database. But sometimes, they’re just too busy to fill out all of their intake forms.

This is something that Owl Practice has been focused on solving since we started to offer our practice management services. We want to help you onboard your clients as quickly as possible without headaches. And that’s why we are introducing a brand-new feature to help you get your intake forms completed promptly: you can fill them out yourself (in the presence of your client, of course)!

How Intake Forms Work

First, let’s take a quick look at how intake and consent forms usually work with Owl Practice.

Owl allows you to create customizable forms specific to your practice. Creating a form is as simple as heading into the “Manage” section of the Owl Portal and filling out the form with your questions. Once created, you attach the form to their profile in Owl and send it to their email address.

If you want to check the status of that form, you can see the percentage of questions they’ve completed from inside your portal. If they haven’t filled it out, you can send them a quick reminder from inside your Workflow in Owl Practice. From there, you can see all of the forms sent out to your clients that have not yet been completed.

Owl Practice’s unparalleled security measures will always protect your forms. They are completed in our PHI-compliant portal, which means that the same level of security protects them as your client notes and practice data. So, no matter where they are completed, you and your clients can rest assured that you are the only one who will have access to this confidential information.

Self-Administered Intake Forms

In a perfect world, you would send the intake form link to your clients, and they would promptly fill them out. But we know that’s not the reality with some clients.

We all know that people often get too busy. They think, “I’ll do it later tonight,” and the email gets buried in their inbox. It isn’t like they deliberately avoid filling out the forms. Time just gets away from them!

So today, we are announcing Self-Administered Intake and Consent Forms!

It’s very simple: you fill in the intake form for the client. When you’re in a session with them, you can open their intake form in Owl Practice, ask them the questions aloud, and then take down their answers.

By filling out your clients’ answers on their behalf, you can often get their information much faster than you would by emailing them the form. Just like with our usual intake and consent forms, these do not need to be completed in a single sitting. You can reopen the form whenever you wish to finish it with your client.

If the form requires their signature, you can hand over your device to them for a minute to sign their name. If you are administering the form on a phone call, you can also sign the form on the client’s behalf, so long as they acknowledge it.

Now, this might not be a necessary feature for many of your clients. But for a select few who are running behind on filling out their forms, it can be a major time and stress saver! If you are also too busy to fill out the form for them, you can ask your Office Admin to administer it, either in-person or on the phone.

We delve deeper into everything we talked about above in our Online Intake and Consent Forms FAQs page. We’ll walk you through the entire process. And if you want to see the feature in action, we invite you to sign up for a 14-day free trial! If you have any other questions about our intake form features or comments about our services, please contact us at support@owlpractice.ca.

As Always,

Practice Wisely

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