Convert PDF and Word forms to online forms
Staff upload a PDF or Word form to Intake Pro, which scans the file for malware and converts it. Staff then place the online fields, review the questions and signatures, and publish the form.
The published version can go to patients by private link, QR code, website embed, packet or kiosk. Every submission keeps the version signed, a signed PDF and an audit trail.
Last updated
- Accepted documents PDF and Word
- Upload handling Malware scan
- Field placement Done by staff
- Before publishing Staff review
How does PDF and Word conversion work in Intake Pro?
Intake Pro converts a staff-uploaded PDF or Word file into an online form workflow. The file is scanned for malware and converted, then staff place the fields that patients will complete and sign.
This process suits current registration forms, health histories, consents and policies whose wording the practice already uses. The intake forms guide helps the practice manager identify each document's sections before placing fields.
Staff retain control over the online version because they place every field and review the result before publishing. The features overview shows how conversion fits beside the form builder and the other Intake Pro features.
How do staff turn a PDF or Word document into an online form?
Staff turn a PDF or Word document into an online Intake Pro form through upload, malware scanning, conversion, manual field placement, review and publication. The practice controls the finished fields and the version patients receive.
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Upload the current document
A practice manager or authorized staff member selects the PDF or Word file used for the existing patient paperwork.
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Wait for the malware scan
Intake Pro scans the uploaded file for malware before continuing with the conversion workflow.
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Convert the file
Intake Pro converts the PDF or Word document so staff can prepare it as an online patient form.
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Place the fields
Staff place text, choice, date, signature and other needed fields. Field placement is a staff task in Intake Pro.
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Review questions and signatures
The front-desk lead checks the patient workflow, while the appropriate reviewer checks clinical questions, policy wording and required signer roles.
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Publish the reviewed version
The practice publishes the form after staff finish their review. Later edits create a new version rather than changing signed submissions.
Which existing patient documents can staff convert?
Staff can convert the PDF and Word documents a health practice already uses for registration, clinical history, consent and policies. Match each source document to the fields and review its content requires.
| Existing document | Fields staff may place | Who reviews the content |
|---|---|---|
| Patient registration | Name, address, date, choice, file upload and signature | Front-desk lead or practice manager |
| Health history | Text, choice, matrix, table, repeating group and conditional follow-ups | Clinician for clinical wording |
| Consent or policy | Display text, handout, date and typed or drawn signature | Practice manager and the practice's chosen reviewer |
| Body diagram | Drawing over a background image, text and signature | Clinician for how the diagram is used |
| Screening questionnaire | Matrix, choice, calculation and configured scoring fields | Clinical lead and the staff member confirming owner terms |
Who places fields after Intake Pro converts a document?
Staff place all fields after Intake Pro converts a document. A practice manager or front-desk lead chooses where patients type answers, select choices, upload files and apply signatures.
The 15 available options are listed on the online form builder page. Staff can add repeating groups for medications, matrices for shared answer choices and drawing fields for practice-supplied background images.
Conditional questions can show or hide follow-ups based on earlier answers. The person preparing the form should test those paths before publication and ask the clinician to review any clinical wording. Scored forms also need the setup described under scored assessments.
What happens after staff publish the converted form?
After staff publish a converted form, Intake Pro keeps that version unchanged and makes it available through the practice's delivery workflow. Patients answer online and use typed or drawn signatures where staff placed them.
The practice can send a private link with reminders, add the form to an intake packet, or pair a tablet for kiosk check-in. A QR code and an embed on the practice's own website are also available.
The submitted record keeps its version, signer details, signing time, signed PDF and audit trail. Staff choose the appropriate download on the signed records and exports page and place the record in the patient's chart.
Questions
Does Intake Pro place fields automatically during document conversion?
No. Staff place the fields after Intake Pro scans and converts the uploaded PDF or Word document. Staff also review the questions, choices, calculations and signatures before publishing the online form.
Can a Word consent become an online form with a signature?
Yes. Staff upload the Word consent, Intake Pro scans it for malware and converts it, and staff place the required signature fields. The practice reviews and publishes the finished version before sending it to patients.
Will a converted Intake Pro form keep earlier signed versions after an edit?
Yes. Every published version remains unchanged. An edit creates a new version, and earlier submissions keep their original signed form version, signing details, signed PDF and audit trail.
Can converted forms be sent together as one patient packet?
Yes. Staff can group converted forms with other forms in an intake packet. The patient opens one link and signs each form in turn. A packet sent to one patient counts once for plan limits.
Who should review clinical questions after a PDF conversion?
The practice's clinician should review clinical questions and screening content before publication. The front-desk lead can review the patient and signing workflow, while the practice manager oversees the final published version.