Sending intake forms and documents to clients

You can send different types of intake documents for your client to complete via the Client Portal. In this guide, we'll cover:

• Preparing intakes for clients
• Sending intakes to to a client
• Tracking the status of shared intakes
• Sharing and signing completed documentation

Preparing intakes for clients

To view which intakes are available to share with clients, navigate to Settings > Documentation > Shareable documents.

There are mainly three types of intakes to share with clients:

• Intake forms: A form or questionnaire that clients can fill out
  • To manage your intake forms and make sure they're in your shareable documents, see Managing intake forms
• Consent forms: A document that clients can read and sign
  • To manage your consent forms and make sure they're in your shareable documents, see Managing consent forms
• Uploaded file: A document that clients can download and read without signing
  • To manage your uploaded files and make sure they're in your shareable documents, see Managing uploaded files

Within your intakes, you can also share the Demographics form and Credit Card Information form and scored measures with clients. To make sure these are included in your shareable documents, see:

• Sending the Demographics form and Credit Card Information form
• Using scored measures

To change the order in which your clients will view your intakes, you can:

• Navigate to Settings > Documentation > Shareable documents and rearrange the order of these forms by deleting and recreating them in a specific order
• Send the forms to your client one at a time in the order that you'd like

Sending intakes to a client

Note: When you add a client for the first time, you'll be able to share intakes with them immediately with the Welcome email.

To share intakes with a client:

1. Navigate to the client’s Overview page
2. Click Share in the top right corner

3. Check the boxes for which files you’d like to share

If you're not seeing certain types of intakes, this is because they aren't included in your shareable documents. To add these so you can send them to clients, see Preparing intakes for clients

You can check intakes that have been completed by the client to reshare them. If a sent intake is still incomplete, it can't be resent. To determine whether a client has viewed, signed, or completed a form, see Tracking the status of shared intakes.

You can either send a reminder to the client to complete a pending form, or delete the pending form. For more information, see Sending manual reminders for pending forms, documents, or uploaded files and Downloading, renaming, or deleting a form or document.

Once you've checked which intakes to send, click Continue to Email > Continue to Review > Share & Send Now.

If a client doesn't have an email in their profile:

1. Click Add email

2. Add the client's email address
3. Click Save

Once an email address is added, you can follow the steps to check which intakes they'll receive, then select Continue to Email > Continue to Review > Share & Send Now.

Intakes will be shared as an email, which will include a link to the Client Portal. Within the Client Portal, the client can complete their intakes.

Note: If the client didn't have Client Portal access already, they'll be provided access through their intake email. For more information on the Client Portal, see Setting up the Client Portal.

To send previously completed forms and documents to a client, or to share documents and intakes with multiple clients and contacts, see Sharing and signing completed documentation and Sharing documents with multiple clients and contacts.

Tracking the status of shared intakes

When you send intakes to a client, you can check when you last shared an intake under the Shared on column. You can also check when the intake was last viewed, signed, or completed by the client under the Status column.

To further check on the status of shared intakes, you can review this in your client's Files tab.

Note: Each file will have a certain type and status. For more information, see Understanding available types and statuses.

Items with the Pending status in the Files tab indicate that they haven't been completed by the client. To send a manual reminder for them to complete these, see Sending manual reminders for pending forms, documents, or uploaded files.

You can also make sure these reminders are automatically sent to clients.

Note: Before doing this, make sure that you have consent to contact them via email and/or text. For more information, see Setting up appointment and time of scheduling reminders.

To enable automatic reminders for incomplete documents:

1. Navigate to the client's Overview > Edit page
2. Under Reminder and notification options, toggle on Incomplete documents

3. Use the dropdown menus to choose an email address and/or phone number to send incomplete documents reminders
   • These menus will auto-populate with the first email address and/or phone number listed in the client's Contact details, right above Reminder and notification options
   • Select No email or No phone under each dropdown menu if the client shouldn't receive these reminders via email or phone, respectively
4. Click Save Client

Tip: You can also enable automated document reminders when you create a new client or when you send a manual reminder.

You can also review document emails in the Sent emails report, which will include emails containing shared documents. This report also displays the delivery status of each email, which can help you confirm whether an email was successfully delivered.

For more information, see Viewing the Sent emails report.

When a client has completed all of their pending documents in the Client Portal, you’ll receive an email alerting you that the documents have been completed.

Sharing and signing completed documentation

When documentation is completed for a client, these can be shared and/or signed between you and the client. This depends on the type of documentation.

Once you've completed and signed progress notes, diagnosis and treatment plans, and other documents from your end, these can be shared with the client for their e-signature. To do this, see:

• Progress notes:
  • Signing and locking progress notes
  • Sharing a progress note with a client for e-signature
• Diagnosis and treatment plans:
  • Signing and locking a diagnosis and treatment plan
  • Sharing a diagnosis and treatment plan with a client for e-signature
• Other documents:
  • Signing and locking an other document
  • Sharing an other document with a client for e-signature

Once your client has completed intake forms, consent forms, and scored measures, you can countersign these forms.

Note: This is a requirement in some states. We recommend checking with your local governing body about your state's specific requirements.

To countersign intake forms, consent forms, and scored measures:

1. Navigate to the client’s Overview page
2. Click Files

3. Choose a file with the Completed status
4. Scroll to the bottom
5. Click Sign
   • Depending on the type of file, the button will say Sign consent form, Sign measure, or Sign questionnaire

6. Click Sign and lock

The electronic signatures you collect from clients are legally binding under the U.S. Federal ESIGN Act. There's no need to keep a physical copy of these documents or get further authorization from the client.

All signed documents are stored with, and visibly show, the client's IP address along with the timestamp of when they signed the document. This unique signature along with our secure internal audit trail authenticates the client's identity and satisfies the requirements for legally binding electronic signatures.

For example, if you open a consent document, you'll see the client's signature, along with the date and time the document was signed and the IP address of the computer used when signing the document.

If your client is a minor, the signature will be the contact who's listed in the client's information: