Intake Forms

Intake forms collect what you need to know before a client's first visit: history, current symptoms, consent signatures, anything else specific to your practice. Build the form once, send it via email, review submissions when they come in.

Intake forms are available on Solo and above.

What's seeded for you

The first time you open Intake Forms, Stillpoint seeds practice-type-specific templates (general intake, consent, specialty forms for your discipline) so you have a starting point. You can edit, duplicate, or delete the seeded forms.

Build a form

1. Open Intake Forms in the sidebar.
2. Click New Form (or open a seeded one and modify).
3. Give the form a name (e.g., "New Client Intake," "Health History").
4. Add fields:
   • Text for short or long responses.
   • Choice for single- or multi-select options.
   • File upload for documents and images.
   • Signature for consent and agreements.
   • Date for date-picker fields.
5. Mark fields as required or optional.
6. Click Save.

Ask for AI note-taking consent

If you use AI Scribe, clients can agree to it on their intake form, so you don't have to confirm their consent before you record the first session.

1. Open the form and go to the section where it belongs (a consent section works well).
2. Click AI note-taking consent in that section's row of fields.
3. Click Save.

The question explains, in plain language, that it's optional and doesn't affect their care, that the recording is used only to draft the session note, how long the audio and transcript are kept, where they're processed, and that they can withdraw at any time. The wording is fixed so it always matches how AI Scribe handles recordings, and the question is always optional. Check Preview to read it exactly as your client will. A form can ask once.

When a client ticks it and submits the form, their AI recording consent is saved to their chart with the submission date. If they leave it unticked, nothing is saved, and any consent they already gave you stays on file.

Send a form

You have two paths:

• Manual send. Open a client's profile, click Send Form, and pick which form to deliver.
• Auto-send. Configure forms to send automatically when a new booking is created. Set this up from the form's settings.

The client gets an email with a secure token link. They don't need a Stillpoint account to fill it out.

Review submissions

When a client submits a form, you're notified. View the submission from the client's profile under the Intake Forms tab. Submissions are stored alongside the rest of the client record.

Reminders

If a client hasn't completed their form before the appointment, Stillpoint can send an automatic reminder. Configure reminder timing in Settings → Notifications.

Tips

• Keep forms short. Each required question is one more reason a client gives up partway through.
• Use the signature field for informed consent and privacy agreements.
• Review submissions before the session so you walk in prepared.