One of the most common questions about Healthquest Intake Forms is a practical one: how do I get the form to my patient? The good news is intake forms fit into several workflows you may already be using, and each method has its sweet spot.
Here’s a breakdown of four options, when each one works best, and what to keep in mind when setting them up.
Method 1: Automated Appointment Reminders
If your clinic uses automated text or email reminders, this is the easiest place to start. Intake forms can be attached directly to your reminder templates, so they go out automatically as part of the reminder a patient already receives before their appointment, with no additional manual steps required.
This works especially well when different appointment types need different forms. For example:
- New patient meet-and-greet → past medical history form
- Mental health appointment → PHQ-9 and GAD-7
- Complete medical → lifestyle questionnaire
Setup involves creating a reminder template with the intake form link embedded, then attaching that template to an automated reminder rule for the relevant appointment type. Both the text and email versions should be updated so that every patient receives the same form, regardless of how they receive their reminder.
⭐ Best for: Appointment types where the same form applies every time. Once it’s set up, it runs itself.
Method 2: Patient Messaging
Patient messaging gives you more flexibility. You can send an intake form to a specific patient at any time, for any reason, without it being tied to an upcoming appointment. This is particularly useful for follow-up screening or checking in on a patient’s progress between visits.
Like reminders, patient messaging supports templates. You can build a “Mental Health Follow-Up” template with the PHQ-9 and GAD-7 already attached, for example, so sending it is just a few clicks. When the patient receives the message in their portal, they log in and complete the form from there.
Patient messaging also supports bulk sending. If you have a list of patients who all need a specific form (for example, an annual screening questionnaire) you can highlight the list and send it to all of them at once, using the same template.
⭐ Best for: Follow-up screening, between-visit check-ins, and tracking trends over time (like PHQ-9/GAD-7 scores across multiple touchpoints). Also useful for new patient onboarding if you want to send forms before a reminder would typically go out.
Method 3: Self Check-In
Self check-in lets patients check themselves in for an appointment via a link in their reminder, a QR code posted in your waiting room, or a clinic device like a tablet or kiosk. As part of that check-in process, they’re prompted to complete any incomplete intake forms assigned to their chart.
This method is a good catch-all for patients who didn’t complete their form ahead of time. Instead of following up manually, the check-in process surfaces it automatically.
One useful detail: if a patient doesn’t have an email address on their client card and they enter one during the self check-in intake form, Healthquest will update the client card automatically. It’s a small thing, but it keeps your records up to date without any extra admin work.
⭐ Best for: Capturing forms from patients who missed the reminder, or when you want an in-clinic completion option without requiring staff involvement.
Method 4: Online Booking
If your clinic uses Healthquest’s online booking feature, you can embed an intake form directly into the booking flow. As a patient books their appointment, they’re prompted to complete the form before they finish the booking process.
This is a powerful option because it captures information at the very moment of intent when the patient is already engaged and on a device. For clinics that want to understand the reason for a visit before the appointment is even confirmed, this approach works well.
One important note: the intake form attached to online booking appears for every patient, for every booking type, regardless of whether they’ve completed it before. That makes form selection important. Stick to something broadly applicable, like a general reason-for-visit rather than a condition-specific screening tool.
⭐ Best for: Capturing the reason for a visit upfront or collecting general intake information from all patients at the point of booking. Choose the form carefully as it applies universally.
Quick Reference: Which Method is Right for You?
Situation
I want forms to go out automatically before appointments → Automated Reminders
I want to send a form to one specific patient → Patient Messaging
I want to send the same form to a list of patients → Patient Messaging (bulk)
I want patients to complete forms when they arrive → Self Check-In
I want to capture info at the time of booking → Online Booking
I want to follow up on a patient between visits → Patient Messaging
A Note on Additional Features
Text reminders, patient messaging, self check-in, and online booking are all additional features in Healthquest. Your clinic may already have some and not others. If you’re interested in any of the methods above that you don’t currently use, your account manager can walk you through what’s available and what’s involved in getting set up.
See all four methods in action. Check out our webinar recording where Healthquest Practice Optimization Specialists Stephanie and Sam cover a live demo of every sending method in including template setup steps.