Form Builder: Create an Intake Form in Healthie

Creating your own custom paperwork within Healthie enables you to capture information that is tailored for your business, profession, and clients. Intake Forms are specific forms that you will have new clients complete as part of their onboarding process. These forms can be added to an Intake Flow to automatically distribute to new clients (or manually request form completion) 

You can create different client groups and different intake flows so that you can have differing onboarding processes (ie. an intake flow/paperwork for adult clients and a second flow/paperwork for pediatric clients). 

Within Healthie, you can organize any forms, chart notes, or surveys you build into three categories: Intake Forms, Charting Templates, and Program Forms. Every type of form can be built within the form builder, using the variety of question banks available within Healthie. 

Create a New Intake Form

To create a new intake form: 

• From Healthie's Dashboard, Navigate to Forms > Create Form 
• Give your intake form a name. The title is editable directly at the top and saves automatically. 
• Use the Question Bank on the right side to drag and drop desired question types into your form.​
• To edit a question, click the Edit icon. The edit panel will open in a side sheet, allowing you to modify the field label, add options, mark it as required, and more.​
• Rearrange questions by dragging them to your preferred order. Improved hover and drop indicators will assist you in placing questions accurately.​

You will notice that every question is in a box, with an edit, copy, and delete option. Select edit of the question, where a pop-up box will appear where you should see a checkbox for required. 

You can continue to drag, and edit fields. Rearrange the field order by dragging a field into a new position on the form. 

Question Bank Categories

There are several categories of "Questions" that you can select from the question bank. By default, the Form Builder displays a “default” Question Bank, which contains general or blank question fields. This allows you to create long/short answer questions, multiple-choice questions, drop-downs, or a matrix. 

You can change the Question Bank category by clicking the drop-down and selecting another category such as: 

• Default: standard question fields (short answer, long answer, multiple choice, matrix (aka grid/table) 
• Charting: common charting questions, ideal when building a charting template
• Client Info: The Client Info bank allows you to quickly build a form that will collect standard client information including their name, address, gender, date of birth, and phone number. 
  • Much of this information will be stored in your client's profile. For this reason, we do not recommend that you EDIT these questions (ie. change the name of the field). For any question that will auto-populate your client's profile, you will receive a warning message if you edit. 
• Agreement: You can use the Agreement options to add verbiage to your forms. For example, the "Agreement: Read-Only" box is the best way to add verbiage, such as office policies, to an intake form. This way, clients can read through the information without having to fill out any information or check any boxes. 
• HIPAA: add a HIPAA policy notice to any form
• Video: Add a link to a Youtube, Loom, or Vimeo recording

Mark a Field as Required

To set a question as required:

1. Click the Edit icon on the desired question to open the side sheet edit panel.​
2. Check the Required box.
3. Save your changes.

If you set a question as required, when a client attempts to complete your intake form, they will be unable to progress unless the field has been completed; a prompt will appear helping them jump to a missing required field on your intake form.

You can additionally make an entire intake form required as part of your Intake Flow. 

Custom Questions for Intake Forms (including more inclusive gender and demographic information)

To help providers appropriately document a client's gender, and gender identity, there is an option within the Client Profile > Actions > Client Info > Personal Information. 

• The Gender field includes an "Other" option. When selected, an additional "Gender Identity" field will appear, allowing you to free text your client's self-identified gender within this field. 
• A separate "Sex on File with Client's Insurance" field is available to reflect the sex designation listed with the client's insurance provider. This field supports accurate billing and CMS 1500 form creation.

These same fields - Gender, Gender Identity, and Sex on File with Client's Insurance - can also be added to Intake and Charting forms using Smart Fields within the Form Builder. Responses entered in these form fields will automatically sync with the client's profile, helping to ensure consistent and accurate records across your workflow.

For further flexibility, you can use blank or default question types (e.g., multiple choice or dropdown) in Form Builder to create your own customized fields. This allows you to tailor demographic questions based on the needs and language preferences of your client population.

At Healthie, we understand that diversity, inclusivity and sensitivity are critical factors in healthcare screening and care. For this reason, we continue to add items to our Product Roadmap that will help make default intake forms, and client-facing aspects of the Healthie portal, increasingly more inclusive. If you have any specific suggestions or requests, you can share them with our team at hello@gethealthie.com. 

Advanced Form Configurations

Healthie's Form Builder can be leveraged to create the most intricate, and custom forms, needed for your business. Here are some advanced configurations you may want to apply to your form(s).

• Add a Document or PDF to an Intake Form (as viewable, not fillable) 
• Add a Logo or Image to a Form
• Add an e-Signature to a Form
• Smart Fields to Connect Intake Forms and Charting Templates
• Using Matrix Fields in Form Builder
• Anatomical Charting (have a client indicated pain relevant to body areas)
• Incorporate Metrics into a Form
• Request clients upload an image while completing a form
• Conditional Questions

Additional Resources

• Quick Loom video: Build an Intake Form, to learn how to use Healthie's drag & drop form builder tool. 
• Deep Dive video: Intake Forms
• Join our free weekly recurring Live Classes, including a review of intake forms & intake flows. Find a Class.