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Sending intake forms and documents to clients

Sending intake forms and documents to clients

With Paperless Intakes, you can send clients different types of intake documents and consent forms to be completed electronically and returned to you before their appointment time. 

Topics in this article:

Once your Client Portal is set up, you can create a new client and select the Paperless Intake forms you want to send to them through the Client Portal. Here's how:

  • Click + Create > + Create Client 

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  • Enter the new client's name and contact information, and select Create & Continue
  • In the Send Intakes window, select which forms you want to send

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  • Choose Continue to Email
  • Click Continue to Review
  • Select Share & Send Now when you're done and the client will receive the Welcome email with the Client Portal link

Note: To learn how to customize your intake form and note templates, see: Creating customized templates in My Notes and Forms.


How do I customize the Welcome message?

When you share documents with a client or a contact for the first time, they’ll be sent the Welcome email with a link to log into the Client Portal. To customize this Welcome message:

  • Navigate to Settings > Client Portal > Emails tab
  • Click Edit next to the default Welcome message for clients

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  • Click Contact and Couple Emails to edit the default Welcome message for contacts and couples

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Note: If you're working with minor clients and would like to learn more about setting up a minor client and their contacts, see Enhanced Client Management for Minors.

You can also send the Intake invitation from the New Client creation page. To do that:

  • Click + Create Create Client
  • Enter the new client's name and contact information
  • Click Create & Continue 
  • In the Send Intakes window, select the documents you want to send and click Share & Send Now

Important: Be sure not to delete the {practice_client_portal_login_link} as that generates a button clients can click directly in the email.


Did my client open the intake email?

You can check on whether your new client has opened the Welcome email and logged into the Client Portal by navigating to your client's Overview page and clicking Edit. From there, select the Client Portal tab and review the note below Client Portal Access:

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How do I resend the Client Portal access email?

If you need to resend the Client Portal access email to your client, you can navigate to the client's Overview page > Edit > Client Portal tab. From there, check Resend email invitation:

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Then, you can edit the new Client Portal invitation email before clicking Send Email.

Tip: If you update a client's email address in the Client Info tab, you'll also want to resend the Client Portal access email in the Client Portal tab.


What do clients see when they first access the Client Portal?

This video will show you all of the initial steps clients take to create an account, complete intake forms online, and enter credit card information:


Tip: Create a test client using your own contact information. This way you can practice sharing documents and preview intake forms you plan to send.


Can I change the order of documents presented in the Client Portal?

The consent documents and intake forms you share will be presented to your client in the order that you see in Settings > Client Portal > Shared Documents and Files.

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If you'd like for your client to see the forms in a different order, you can: 

  • 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

How does Instant Sign In work?

With Instant Sign In, your clients will be able to use a unique link to sign into their Client Portal each time. This removes the need for your clients to memorize a password and improves the overall security of their Client Portal account. 

To learn more about how to invite a new client to the Client Portal, and to help clients that are having trouble signing in, see: Assisting clients with signing into the Client Portal

Note: For instructions on how to sign into the Client Portal, you can share this guide with your clients: Getting started guides for clients: How to log in to the Client Portal.


How will I know when my clients complete their intake forms?

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

The client must complete all of their documents in order for you to receive this email.


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How do I check the status of intake documents that I've already shared to a client?

You can view the status of each intake document that you’ve shared with a client on their client Overview page in the Shared with Client section:

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In this section, you'll find the status under each document. Here’s what each status indicates:

Status Definition

Sent

The document has been sent to the client.

Viewed

The document has been sent and the client has viewed it in the Client Portal.

Reviewing

The client has filled out the document and is currently reviewing their responses before submitting. 

Signed

The document has been filled out and signed by the client.

Completed

The document has been filled out and completed by the client.


How do I set up email reminders for my client to complete their intake forms?

Automated email reminders can be enabled so that clients are notified to complete their intake paperwork in the Client Portal before their appointment. This email reminder is sent to clients that have incomplete paperwork, as well as have Completing documents selected in their Client Info tab.

To enable these reminders for a client:

  • Navigate to the client’s Overview page
  • Click Edit 
  • Check the box for Completing documents under Send email reminders for

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Note: To check this box, the client will need an email on file with Email OK checked

  • Click Save Client

If you’d like to customize the email template that’s sent to your clients, you can do so from your Client Reminders page. To do this: 

  • Navigate to Settings > Client Reminders > Email tab
  • Select Edit next to Complete documents

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  • Adjust default message as needed
  • Click Save

Where can I find the completed intake and documents for signature?

Your client's completed intake forms and questionnaires are located on their Overview page in the Shared with Client section. You may need to click on Show Completed to view the documents:

showcompleted.simplepractice.overview.png

Note: You can also Share New documents with the client from the Shared with Client section.


How can I print my client's intake documents?

Your client's completed intake forms and questionnaires are located on their Overview page in the Shared with Client section. You can click on the name of each document to open it.

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Select the correct form, then press the printer icon.

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What if I need to resend a form to a client?

If a form was already completed and submitted to you, you can resend the same form. To do this, navigate to the client’s Overview page and click Share in the upper right corner:

share.simplepractice.overview.png

If a form has not been completed by the client yet, follow these steps: 

  • Navigate to the Shared With Client box on the client's Overview page 
  • Delete the file that you want to resend to the client by clicking the X next to the title

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  • Click Delete now in the confirmation modal that appears
  • Choose Share in the upper right corner of the client Overview page
  • Select the form you want to resend to the client 
  • Review your selection and the associated email, then click Share & Send Now

Can I delete a completed questionnaire?

There are two ways an Account Owner can delete a questionnaire that's been completed by a client.

Note: This will remove the questionnaire from both the client's chart and their Client Portal.

From the client’s Overview page

  • Navigate to the client's Overview page
  • Hover your mouse over the completed questionnaire
  • Click the trash can icon

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  • Confirm you'd like to delete the questionnaire by clicking Delete now in the confirmation modal that appears

Under Shared with client

  • Navigate to the client's Overview page
  • Under Shared with client, click the completed questionnaire

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  • Click the trash can icon in the top right corner
  • Confirm you'd like to delete the questionnaire by clicking Delete now in the confirmation modal that appears

How do I share documents with existing clients?

  • Navigate to the client’s Overview page and click Share in the upper right corner

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  • Select the documents you want to send to your client in the Share items window, then click Continue to Email

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  • Customize the email as needed, then click Continue to Review 
  • Select Share & Send Now when you're ready to send the client the email and documents

When your client logs into the Client Portal, they’ll see all the pending and completed documents that you’ve shared with them. This helps them easily track what they need to complete and send back to you. Here’s the client view of the Client Portal Documents tab:

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  • Once your client has completed the requested documents, you can locate the completed forms on the client's Overview page in the Shared With Client box.

completedintake.simplepractice.overview.png


Sharing completed intake forms with clients

Once a client completes their Paperless Intakes, the completed copies aren’t available for them to view within their Client Portal. Clients will only be able to view their completed intake forms if you download their intake forms, upload them to the client’s profile, and share them with them.

To download the completed intake forms, follow these steps:

  • Navigate to your client's Overview page
  • Locate the Shared with Client section 
  • Click Show Completed
  • Select the document
  • Click the Download icon to download the document to your device

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Once the file has been shared, your client will be able to download the file from the Documents tab in their Client Portal.

Note: For more information on this, see: What clients see when they log into the Client Portal.


How do I share progress notes, assessments, and diagnosis and treatment plans with clients for e-signature?

You can share signed and locked progress notes, assessments, and diagnosis & treatment plans with clients or contacts so they can be electronically signed via the Client Portal. To do this:

  • Navigate to the client's Overview page
  • Click Share in the upper right corner

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Note: This feature won't be available for clients that haven't logged into their Client Portal yet.

  • Select the documents you want your client to sign under Your Signed Documents

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Note: The Your Signed Documents section will list the 6 documents that have been most recently signed and completed by the clinician. 

  • Click Continue to Review
  • Select Share & Send Now when you're ready to send the email and documents

You can also share a document directly from its respective page. To do this: 

  • Navigate to the desired document from the client's Overview page
  • Click Share

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  • Click Continue to Email

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  • Click Continue to Review
  • Select Share & Send Now when you're ready to send the email and documents

Important: A document must be signed and locked before it can be sent. If a clinician is under supervision, their supervisor will also need to sign and lock the document before it can be sent to the client for e-signature. 

The client or contact will be notified that a document has been shared with them through the Client Portal and will receive a link to sign in. When logged in, they'll see the document under the Needs to be completed section. 

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  • Once the document has been signed, you can see the date it was signed in the Shared With Client box

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After the client signs the document, it will appear in your account with both of your signatures. 

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How do I store client documents? 

You can store nearly any type of digital file or document, including Word documents, PDFs, photos, video clips, sound recordings, spreadsheets, and more. The only requirement is that the file is 10MB or less.

You can store documents or images in the client's Overview page in the Uploaded Files section. To do this, either click Upload in the upper right hand corner, or click Upload New in the Uploaded Files section:

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Alternatively, you can attach files to an individual progress note by clicking the paper clip icon:

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After you upload a file from a progress note or from the client's Overview page, it will be accessible in the Uploaded Files section. In that section, you can change the name of a file by clicking the pencil icon. 

Note: There’s no storage limit, and any file uploaded to this section will only be visible to you unless you share the document directly with the client.


How do I upload and share documents for individual clients?

You can upload documents from your computer or device to share to individual clients through the Client Portal. For instructions on how to upload a file to a client's Overview page, see our section How do I store client documents?

Note: To learn how to upload and share documents to multiple clients on a practice level, see Customizing and adding new practice documents.

Once you've uploaded the document, here's how you can share it with your client:

  • Navigate to the client's Overview page
  • Click Share Now in the Shared with Client box

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    • Alternatively, you can click Share in the upper right hand corner
  • Select the document you uploaded from the Share Documents window

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  • Click Continue to Email
  • Select Continue to Review
  • Choose Share & Send Now

Can I print a blank version of the intake questionnaire?

Yes, if your client doesn't use email, you can provide a blank form to collect intake information. However, the process to get this information into SimplePractice involves a few extra steps. For more information on how to print blank forms, see How do I print blank forms?


Important details to know

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