Intake forms collect a new client’s details before their first session. You choose which profile fields they fill in, whether to ask for a credit card, how they’d like appointment reminders, and any questions of your own. You can share a form with clients yourself, or have mePro send it automatically when a client books a particular service.
Note: All clients, names, emails, appointments and other data shown in the screenshots are sample data we created for this guide. They are not real people or real records.
When to use this
- You want new clients to fill in their details before their first session.
- You want a form sent automatically whenever a client books a certain service.
- You want to keep a card on file, or share your cancellation policy.
Open your forms
1. In the left sidebar, click Assessments, then click the Forms tab.
The Assessments and Forms page opens. Under System Templates you’ll see the ready-made Intake Form & Clinic Policies form, with its status (for example Active) and its number of questionnaire items.
Use Search forms to find a form by name.
2. Click + New intake form.
The New Intake Form page opens on the General tab. The tabs along the top are General, Profile Fields, Credit Cards, Appointment Reminders, Questionnaires and Consents. Click Next at the bottom to move to the next tab, or Back to go back.
General
1. Enter a Name for the form.
The name is required.
2. Optional: write an Introduction.
This is a short message clients see before they start the form.
3. Choose your Intake form sharing preferences.
This sets how the form is sent to clients, and is required. Choose one of:
Share with clients manually. You send the form to clients yourself: choose it under Forms when you add a client, or click Add form on the client’s Chart tab.
Share automatically — attach to a service, selectable from the Services section. mePro sends the form when a client books the services you choose.
4. If you chose to share automatically, select the services.
Under Services, tick each service that should send this form when a matching appointment is created, for example Initial assessment (60min).
When you tick a service, a Repeating dropdown appears next to it. Choose how often the form is sent, for example Every session.
5. Click Next.
Profile Fields
Choose which details clients fill in about themselves.
1. For each field, tick Included to add it to the form, and Required if clients must fill it in.
First Name, Last Name, Email, Phone Number and Date of Birth are ticked already. The list also includes fields such as Preferred Name (if different), Pronouns, Street Address, Occupation, Insurance, Personal Health Number, Guardian, Family Doctor, Emergency Contact Full Name, Name of Referring Professional and How did you hear about us?
2. Scroll to the bottom and click Next. To keep your work and finish later, click Save Draft.
Credit Cards
1. Choose Do not ask for credit card or Ask for credit card.
Do not ask for credit card is selected by default.
2. If you ask for a card, explain Why this card is needed.
Help clients understand why you’re collecting their card details and how they’ll be used, for example: “We keep a card on file for contactless payments and late cancellation fees.”
3. Optional: add your Cancellation policy.
This text is shown in its own box below the card details, for clients to acknowledge.
4. Click Next.
Appointment Reminders
1. Choose Show appointment reminder preferences in this form or Do not show appointment reminder preferences in this form.
If you show them, clients choose how and when they’d like to receive reminders:
Text Message (SMS): 24 hours, 2 hours or 30 minutes before the appointment.
Email: 30 minutes, 24 hours or 2 days before the appointment.
2. Click Next.
Questionnaires
Add questions to the form. You can link ready-made assessments from the Template Library, write your own questions, or both. A linked assessment stays connected to the original: if you edit it, the original assessment changes too. Questions you write yourself belong to this form only.
Add an assessment from the Template Library
1. On the Questionnaires tab, click Template Library.
If the form has no questions yet, you’ll see This intake form questionnaire is currently empty.
2. Find the assessment and click Add.
The Template Library opens: Select assessment templates to link to this intake form. Scroll the list, or type in Search templates…. Each template shows its name and a short description, for example Beck Depression Inventory–II (BDI-II) or WHO-5 Well-being Index.
3. Check the assessment under Questionnaire order.
The assessment is listed with the label Linked template. Click Edit to change it, or the trash icon to remove it from the form. Use the handle on the left of each item to change the order.
Add your own question
1. On the Questionnaires tab, click Add Question.
2. In Add Question, choose a question type from the Toolbox on the left.
Basic: Text Input, Yes / No, Rating, Scale Rows, Yes / No Rows and Long Text.
Choice: Radio Group, Checkboxes, Dropdown and Ranking.
More types are under Advanced. Click Add Section to group your questions into sections.
3. Set up the question under Properties on the right.
Enter the Title and an optional Description, and turn on Required if clients must answer it. For a Text Input, you can also choose the Input Type, add a Placeholder and set a Max Length.
Click Preview at the top to see the question as clients will, and Editor to go back.
4. Click Save Question. Click Cancel to close without saving.
5. Click Next to go to Consents.
Consents
Consents are the agreements clients accept when they complete the form, such as your clinic policies.
1. Choose whether to Require Signature.
When it’s ticked, clients must sign the intake form by drawing or typing their signature.
2. Check each consent on the form.
Each consent is numbered and has a Name (required), a Type, for example Agree / Disagree, and the Text clients read. Under Client response preview you can see the buttons clients will use, for example Agree and Disagree.
In the example, the form includes AI & Digital Tools Informed Consent, which is marked Mandatory, and Clinic Policies. You can edit the name and text of each consent.
3. To take a consent off the form, click Remove Consent on it.
4. To add another consent, scroll to the bottom and click Add Consent.
Fill in its Name, Type and Text.
Save the form
1. On the Consents tab, click Save Active Form.
The form is saved as an active form. If you’re not ready yet, click Save Draft instead to keep your work and finish later.
Tip: At any point, click Preview at the bottom of the form to see it as clients will, or Save Draft to keep your work and finish later.