Getting Started: Intake Flows

After you have chosen intake forms that you'd like clients to complete, you can place these forms into an intake flow, which is a bundle of forms and agreements that can be shared at once, automatically, for a client to complete electronically. Intake flows string together the assessments, policies and e-sign agreements, privacy notices, billing and insurance information collection forms, and other materials you'd like clients to complete as they work with you. 

Once set up, intake flows are sent automatically to your clients when they are added to your portal, and clients are prompted to complete forms upon logging into Healthie. You can receive an e-mail notification when clients begin and complete their intake flows, and you are able to view the status and responses of intake flows within a client's profile. 


Create an Intake Flow

Step 1: Navigate to Forms > Select the "Intake Flows" tab > Create Intake Flow

You will be prompted to give your intake flow a name, and select the group(s) that you'd like your intake flow to be associated with. More information on intake flows and groups is in the next section. 

Step 2: Review your Welcome Page, which is automatically added to your Intake Flow. You are able to edit or delete this message. This is the first page your client sees upon logging into the Healthie web portal. 

Step 3: Add additional forms to your intake flow by clicking "Add a form to this Intake Flow." 

This will show standard forms that are available within Healthie's template library, as well as any custom forms that you have built into your system. 

You will have the option to make forms required or optional; if a form is not marked as required, clients are able to skip the entire form and move onto the next, while running through your intake flow. If you have made it optional, clients will see a "Skip Step" button on the bottom right of their intake form. All intake forms must be either completed or skipped prior to a client having full access to their Healthie account (e.g., ability to view your documents, view packages, and more). 

Step 4: Finalize your Intake Flow. After adding the form(s) that you'd like to incorporate as part of your intake flow, you are able to drag and drop the forms to adjust the order in which you'd like clients to review and complete your forms.  You can then Preview your intake flow and make adjustments therein. 

Edit an Intake Flow

If you'd like to modify an existing intake flow, you are able to do so at any time, by deleting or adding forms to a specific intake flow that you have created. 

Deleting an intake form within an intake flow will NOT delete forms that have already been sent to clients, nor will it delete the completed form that a client may have already filled out. 

Adding an intake form to an intake flow that has already been shared with clients will prompt clients to complete the forms you have added, when they log in next. Clients will NOT receive an e-mail that you have added a form for them to complete, so you may want to send a form reminder

Use Cases for Multiple Intake Flows

Healthie's intake flow tool enables you to have multiple intake flows. This can be useful if you have multiple types of service, and want different clients to fill out different sets of forms accordingly.

Another use case is if you offer discovery sessions, and you do not want your clients to fill out paperwork for this call, but only afterwards if they are a fit; in this instance, you may want to create a very simple intake flow for your prospective clients.

You are able to assign multiple groups to the same intake flow if you'd like, so you do not need to create one intake flow per group, if multiple groups will be completing the same intake forms. 

Connecting Intake Flows with Groups

If you have created multiple Client Groups, you can set up different intake flows for some / all of these groups to customize the forms that clients in these groups will be prompted to complete. Put another way, if you'd like clients to complete different intake flows, we recommend placing them into different groups. 

Once you have created a Client Group, you will be prompted to assign an Intake Flow to that Group as part of creating an Intake Flow. You are also able to assign multiple groups to a single intake flow.

Best practices & Notes: 

  • If you change your client's group at any point, whether it be manually or when they book an appointment or purchase a package associated with a specific group, the client will be prompted to fill out the intake flow for the new group. 
  • If you have 1 group of clients, you will only need 1 intake flow. You can, for example, name this Intake Flow and Group "Default"
  • If you work with pediatric clients and adult clients, you can create two groups (pediatric and adults) and two intake flows, and assign each group to its respective intake flow

Preview & Manage an Intake Flow

If you would like to preview the intake flow/onboarding process, as your clients will experience it, this can be done by previewing the Intake flow. 

  • Forms > Intake Flows 
  • Click the [...] for an Intake flow 
  • Select Manage

From here, you'll see the option to add/remove forms and rearrange the forms order. To preview the intake flow: 

  • Top right > Preview 

For many forms, you'll see an Edit option which will allow you to adjust some of the copy for the form, and customize the onboarding experience. If any direct edits to a form need to be made, you'll need to open the form directly within the Forms Library and adjust the form directly. 

Please Note: specific Healthie forms such as Billing Info, Insurance Form, Photo ID, and Profile Picture are not located in the Forms Library. These forms can only be added to an Intake Flow, or requested for a client to complete. Some copy updates can be made when previewing these forms within an Intake Flow. 

Additional Resources

This brief overview video walks through the core features of Healthie Intake Flows, including how to create a flow, ways to connect flows to client groups, and how to change your default intake flow.

Prefer to learn live? 

Join a Healthie Live Class to learn more about setting up your Healthie account and engaging with clients. Make the most of the Healthie platform with these free live tutorials, open to all Healthie members.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us