Overview 

This knowledgebase article guides you to the workflow for the standard intake form that you can configure for your new / returning clients. We can configure the pre-screening form for your clients as per your practice needs. When they visit your corporate website, they can answer the questions that we have configured for your practice in the pre-screening form. When they fill out pre-screening form details, you will receive a notification in ICANotes plus. When you confirm the client’s appointment, you can send the standard intake form that has been configured for them. The client will then receive an email to complete the standard intake form. Once they fill out the intake form, you will again receive a notification in ICANotes plus. You can then complete the evaluation process and locate that the questions that the clients have answered are automatically populated in the respective tabs in Progress Note.

Notes: 

** This workflow is exclusively designed for integrated assessments and does not apply to custom assessments.
** Practices have the option to collaborate with our customer support team to provide pre-screening form details, and we will tailor the pre-screening form configuration to suit the specific requirements of each practice.

Step 1: Configure Intake Settings (Online Intake and Pre-screening Form) 

 You must first to do the necessary configuration in ICANotes plus for the new / returning clients to proceed filling out details in the pre-screening and standard intake forms.

1. To create a Form & Assessment Package, complete the following steps:

1. From the Bookmarks menu on the left, click Settings.
   
2. Select the Practice Forms tab at the top.
   
3. From the left menu, select Form & Assessment Package.
   
4. Click Create Package.

2. On the Form & Assessment Package Creation screen, 

3. The Standard Intake Form is configured and appears as shown in the following screen.

 
    
4. On the Settings screen,

1. Select the Practice Settings tab.
   
2. Select Intake Settings from the left menu.
   
3. Turn on the Online Intake flag, and select Standard Intake from the dropdown.
   
4. Turn on the Require Prescreening Form flag, and select the desired form from the dropdown.

Step 2: Client Workflow for Pre-Screening Test 

5. Clients can complete the configured pre-screening form through your practice website.

Copy the link highlighted in the following screen and embed it on your practice website to allow clients to access and complete the pre-screening form.

6. When clients access the online appointment booking link on your practice website, the following screen is displayed.

 

7. New clients see a list of available providers. The Appointment Type, Contact Type, and Location filters at the top can be used to narrow the provider list. Clients can select an appropriate provider to proceed with submitting an appointment request.

Step 3: Notifications in ICANotes Plus for Appointment Request 

• By email.
• Through the Notifications bell icon in the system.

Refer to the following screens for examples.

When you click the bell icon, the Notifications screen will appear to notify you that the client has requested and appointment and completed the pre-screening process.

14.  Click the notification to open the Calendar and review the appointment request. The appointment request slide-out includes the following options:

1. Confirm or cancel the appointment.
   
2. Access the Pre-Screening Form (shown as the Intake Questionnaire in this example).

Step 4: Confirm Appointment and Send Intake Package

16. On clicking Confirm, the following screen appears allowing you to send the intake package to the client. Click Send Intake Package.

 

Step 5: Client to Log on to Portal to Fill Out Standard Intake Form 

18. The client receives an email confirming the appointment, as shown below. The email also instructs the client to complete the Standard Intake Form during the registration process.

 
 
19. The client enters their last name and date of birth to create a Client Portal account. After verifying these details, the client can set a password for the account.

 
20. The following screen allows the client to log in to the Client Portal.

 

21. On the Dashboard, the client can view the Standard Intake Form. The client can click Complete to fill out and submit the form.

22. The configured Standard Intake Form appears as shown in the following screen. The client can enter the required information to complete the form.

23. The client answers the questions in the Standard Intake Form and clicks Continue Intake.

24. After completing all questions, the client sees a confirmation screen indicating that the Standard Intake Form was successfully submitted to the practice.

Step 6: Complete Evaluation by Importing Standard Intake Form 

25. In ICANotes+, you receive a notification when the client completes and submits the Standard Intake Form.

 

26. Click the link in the notification to open the client’s chart. The chart indicates that the Standard Intake Form has been completed by the client. Click Complete Evaluation to proceed.

 

27. On the Create a Complete Evaluation page, review the information entered by the client by scrolling through the page. You can then select one of the following options:

• Import & Create Complete Evaluation: Click this button to create the evaluation using the information entered by the client in the Standard Intake Form.
• Create Complete Evaluation without Importing: Click this button to create the evaluation without importing the information entered by the client in the Standard Intake Form.

 
 
28. Click Import & Create Complete Evaluation to automatically populate the information entered by the client in the Standard Intake Form into the corresponding sections of the evaluation.

29. Select each tab to verify that the information entered in the Standard Intake Form is populated in the corresponding sections of the evaluation.