Send intake forms by text, email or QR code
Intake Pro gives practices four ways to deliver patient forms: a private link by text, a private link by email, a QR code or a form embedded on the practice's own website. Reminders go out by text and email.
The same forms can be grouped into packets and completed on a paired kiosk. Each signed submission keeps its published form version, PDF and audit trail.
Last updated
- Private links Text and email
- Other delivery QR code and website
- Reminder channels Text and email
- Packet delivery One link
Which four ways can Intake Pro send patient forms?
Intake Pro sends patient forms through private text links, private email links, QR codes and website embeds. The practice chooses the route that fits where patients will answer and sign.
| Delivery method | What the patient receives or opens | Where it fits |
|---|---|---|
| Private link by text | A private form link delivered in a text message | Sending intake paperwork directly to a patient's phone |
| Private link by email | A private form link delivered in an email | Sending intake paperwork to a patient's email address |
| QR code | A form opened by scanning the practice's QR code | Giving patients a code to open the published form |
| Website embed | The form within the practice's own website | Presenting online intake on a site patients already visit |
How do private text and email links work?
Private text and email links deliver an Intake Pro form directly to the patient through the contact channel the practice uses. The patient opens the link to answer the published questions and complete its typed or drawn signatures.
Use a link for a single form or group several forms into an intake packet. With a packet, the patient opens one link and signs each form in turn instead of managing separate links for registration, history and consents.
The documents and common fields are covered in the intake forms guide. Staff can create them in the form builder or convert existing PDF and Word files before delivery. All options appear in the Intake Pro features overview.
When should a practice use a QR code or website embed?
A QR code suits a practice that wants patients to scan and open an intake form, while a website embed places the form on the practice's own site. Both are alternatives to sending a private text or email link.
The front-desk lead can direct a patient to the QR-code workflow when that is the practice's chosen route. A practice manager can use the website embed for visitors looking for new patient paperwork on the practice's site.
The form remains the published version prepared by staff, with its conditional questions, practice branding and signer roles. Delivery method does not change the version rule or the signed record kept after the patient submits.
What do Intake Pro reminders do?
Intake Pro reminders go out by text and email. Those are the same two channels the front desk uses to send a private link.
A reminder reaches the patient on a channel the practice already uses for the form link, so the front-desk lead should confirm each patient's mobile number and email address when booking the visit.
Practices can use the two available channels alongside the direct sending methods above. For waiting-room completion, the offline kiosk provides a separate workflow, while paper to digital intake explains how to plan staff responsibilities during a rollout.
How should staff choose a delivery route for each form?
Staff should choose an Intake Pro delivery route based on where the patient will complete the form and whether several documents belong together. The practice manager can assign one tested route to each common intake situation.
-
Identify the patient workflow
Decide whether the patient will complete one form or a packet before the visit, from the practice website or during front-desk check-in.
-
Publish the documents
Build or convert the forms, review the fields and signatures, then publish the versions patients will receive.
-
Select the delivery method
Use a private text or email link, QR code or website embed. Use the paired kiosk for the practice's waiting-room workflow.
-
Test the patient path
The front-desk lead opens the chosen route and completes each relevant answer and signer path before real patient data is collected.
-
Handle the signed submission
Authorized staff open the retained record and download the individual PDF, packet PDF, ZIP or response spreadsheet needed for the chart.
Questions
Can Intake Pro send a private intake link by text message?
Yes. Intake Pro can send a private link by text. A private link can also be sent by email. The patient opens the link to complete the published form or packet and provide any required signatures.
Can Intake Pro embed a patient form on our own website?
Yes. Intake Pro supports embedding a form on the practice's own website. Other delivery options are a private link by text or email, a QR code and a paired tablet used as a front-desk kiosk.
How do Intake Pro intake form reminders reach patients?
Intake Pro reminders go out by text and email. The front-desk lead should confirm each patient's mobile number and email address at booking, so the form link and its reminders reach the patient before the visit.
Can one Intake Pro link deliver several patient forms?
Yes. An intake packet puts several forms behind one link. The patient signs each form in turn. For plan limits, a packet sent to one patient counts once regardless of how many forms it contains.
Does the delivery method change an Intake Pro signed record?
No. A submission keeps its form version, signer, signing time, signed PDF and audit trail whether delivered by link, QR code, website embed or kiosk. Staff can choose the appropriate record download afterward.