Setting up and managing your prescreener

The prescreener helps your practice collect key information from prospective clients before their first appointment. By gathering care needs, insurance details, and scheduling preferences, prescreeners streamline the onboarding process and give clinicians the context they need to determine fit and prepare for an appointment.

To access your prescreener settings, navigate to Settings > Scheduling and inquiries > Prescreener.

Note: Customizing the prescreener is only available on the Essential and Plus plans. If you’re on the Starter plan, you can choose which questions to show and whether they’re required, but you can’t add or edit questions.

In this guide, we’ll cover:

• Reviewing default questions
• Adding custom questions
• Editing and managing prescreener questions
• Previewing and publishing your prescreener
• Viewing prescreener responses
• FAQs

Note: The new client prescreener is only available to clinicians with a Behavioral health therapy, Counseling, Marriage and family therapy, Psychology, Psychiatric-Mental Health Nursing, Psychiatry, Social work, or Substance use counseling specialty. You can update your specialty from Settings > Profile > Clinical info.

Reviewing default questions

Prescreener questions are automatically grouped by category:

• Reason for care: Why the client is seeking support
• Administrative: The client’s scheduling needs and other preferences
• Billing & payment: Their insurance information and payment details
• Client preferences: The client’s communication and appointment preferences
• Demographics: Basic client information such as date of birth, state, and gender

The table below covers questions and prompts that are included, by default, under each category.

Adding custom questions

If you’d like to collect additional information, you can create custom questions.

To add a custom question:

1. Navigate to Settings > Scheduling and inquiries > Prescreener
2. Click + Add new in the category you want to edit

In the Add new question flyout, complete the following:

• Select category: Prefilled based on the category you chose
• Add this question to: Choose whether the question appears on the Contact form only, Appointment requests only, or Both
• Prescreener
  • Short response: For one-line answers
  • Long response: For multi-line answers
  • Multiple options: For checkboxes allowing more than one answer
  • Dropdown: For a single selection from a list
  • Single option: For radio buttons allowing one answer
  • Date: For date-specific responses (e.g., preferred start date or birthdate)

3. Type your prompt or question in the text field
   • If you’d like to include additional context or instructions, click + Add help text
   • If you’d like to make the question mandatory, toggle Make it required

4. Click Save

Editing and managing prescreener questions

Each prescreener question includes the following options:

• Show: Check this box to display the question to clients
• Required: Check this box to make the question mandatory

To edit a question:

1. Click the pencil icon under Edit

2. Update the question text, answer options, placement, or Make it required toggle
3. Click Save

Some default questions have limited options for editing:

• Preferred clinician: Can’t be edited
• Date of birth, State, Sex at birth, Insurance card upload: You can choose where to display this question from the Add this question to field
• Gender: You can edit the answer choices and choose where to display this question from the Add this question to field

All other default questions, and all custom questions, can be fully edited.

You can also delete custom questions. To delete a custom question:

1. Click the pencil icon under Edit
2. Select Delete

3. When the confirmation message appears, click Delete question to confirm
4. Click Save

Important: While default questions can’t be deleted, you can control whether they’re displayed to clients by selecting the Show option.

Previewing and publishing your prescreener

You can add your prescreener to your Contact form, the new client appointment request flow, or both. To control where it appears, use the toggles at the top of the Prescreener settings.

Note: You can select Copy link next to Contact form or Appointment requests from new clients to share the prescreener directly with prospective clients.

To preview your prescreener:

1. Click Preview

2. Select whether to view the Contact form or Booking widget version

3. Review your layout and required questions to make sure it appears as desired
4. Click Publish to make your prescreener public to clients

You can also click Publish from Settings > Scheduling and inquiries > Prescreener.

Viewing prescreener responses

You can view a prospective client’s prescreener responses in the following areas:

• On the Inquiries page, within the prospective client’s details flyout

• On the client’s Overview page

This makes it easy to review key details, like insurance, demographics, and good fit, before scheduling an appointment.

FAQs

• Can I create different prescreeners for each clinician in a group practice?
• Can I change the order of the prescreener questions?
• Are prescreener questions included in data exports?

Can I create different prescreeners for each clinician in a group practice?

Prescreener questions and settings are practice-wide. All clinicians in a practice use the same prescreener.

Can I change the order of the prescreener questions?

There’s no way to change the order of the prescreener questions. They’ll appear in the order they were added under each category.

Are prescreener questions included in data exports?

You’ll see prescreener responses in a client’s profile and the Inquiries page. They aren’t included in data exports.