Signed PDFs, audit trails and patient exports
Every Intake Pro submission keeps the exact form version, who signed, when, a signed PDF and an audit trail. Staff can download one PDF, a combined packet PDF, a ZIP of PDFs or a spreadsheet with one row per response.
Staff use multi-factor authentication and 12-hour sessions, with custom practice roles. Every read is scoped to the practice and logged, and files are encrypted at rest.
Last updated
- Retained evidence Version, signer and time
- Download formats 4
- Staff sessions 12 hours
- Stored files Encrypted at rest
What does every Intake Pro signed record keep?
Every Intake Pro signed record keeps the form version, signer details, signing time, signed PDF and audit trail. These details attach the e-signature to the exact wording presented in that submission.
- Form version: The immutable published version preserves the questions, display text, handouts and policies the patient received.
- Signer: The record identifies who signed, including the assigned patient, representative, staff member or witness role.
- Signing time: The time of signing stays with the signed submission.
- Signed PDF: The PDF gives staff a document copy to open and download for the chart.
- Audit trail: The retained trail stays with the record as evidence of its activity.
Which four downloads can the front desk use?
The front desk can choose an individual PDF, packet PDF, ZIP of PDFs or response spreadsheet from Intake Pro. Match the download to whether the chart needs one signed document, a grouped packet, separate files or tabular responses.
| Download | What it contains | When the front desk uses it |
|---|---|---|
| One PDF | One signed form and its recorded answers and signatures | Placing one consent, history or registration document in a patient's chart |
| Packet PDF | One combined PDF for the forms in an intake packet | Filing the new patient packet as one document |
| ZIP of PDFs | Separate signed PDFs packaged together in a ZIP file | Retrieving multiple document files while keeping each PDF separate |
| Spreadsheet | One spreadsheet row per response | Reviewing or handling response data in rows rather than reading each signed PDF |
How do signed records get into the patient's chart?
Staff download the signed record from Intake Pro and place it in the patient's chart using the practice's existing process. Intake Pro has no EHR or practice-management connection yet.
A front-desk lead might select one PDF for a single updated consent or the packet PDF for all new patient documents. Use the ZIP when separate files are needed, and use the spreadsheet when response rows suit the task better than document copies.
The patient intake forms guide explains how to assign chart transfer within the intake workflow. The underlying sections and common field choices appear in the intake forms guide and the Intake Pro features overview.
Who can open signed patient records?
Authorized staff open Intake Pro signed records under the practice's access controls. Staff identity, custom roles, practice scoping, logged reads and encrypted stored files govern access to the submitted documents.
- Staff sign in with multi-factor authentication.
- Each staff session ends after 12 hours.
- The practice can customize staff roles for its assignments.
- Every read is scoped to the staff member's practice and logged.
- Files are encrypted at rest, and connections use HTTPS.
- Intake Pro signs a BAA before the practice collects real patient data; review the security overview for the full controls.
How long should a practice keep signed intake forms?
Under 45 CFR 164.530(j), a covered entity keeps documentation HIPAA requires for six years from its creation date or the date it was last in effect, whichever is later. The rule names policies, notices, acknowledgments and authorizations among HIPAA-required documentation.
That documentation period is distinct from retention of medical records themselves. State law sets how long medical records are kept, and the periods vary by state.
Intake Pro retains each signed submission with its version and audit evidence. The practice determines its own retention and chart procedures for downloaded forms with its compliance or legal reviewers.
This information is general. Confirm documentation and medical-record retention periods for your practice with your own counsel or compliance lead.
Why does the signed form version matter after an edit?
The signed form version shows exactly what the patient received and signed. Intake Pro never changes a published version, so a later edit creates a new version rather than altering the earlier record.
A revised consent applies to new submissions after its publication. Earlier submissions keep the previous signed PDF, signer details, signing time and audit trail, even when the forms had been grouped in an intake packet.
The same approach applies to forms built from scratch and documents created through PDF and Word conversion. Version retention lets staff distinguish the document signed on one date from wording published later.
Questions
Does every Intake Pro submission include a signed PDF and audit trail?
Yes. Every submission keeps its exact form version, who signed, when, a signed PDF and an audit trail. Staff can use the retained details to connect the signature to the wording presented to that signer.
Which Intake Pro export puts each response in a spreadsheet row?
Choose the spreadsheet download. It contains one row per response. For document copies, Intake Pro also provides an individual signed PDF, a combined packet PDF and a ZIP containing PDFs.
How long does an Intake Pro staff session remain open?
An Intake Pro staff session ends after 12 hours. Staff also sign in with multi-factor authentication. The practice can customize roles, and every record read is scoped to the practice and logged.
Can staff export a whole Intake Pro packet as one document?
Yes. Choose the packet PDF to retrieve the grouped forms as one document. Staff can instead retrieve one form PDF, a ZIP of separate PDFs or a spreadsheet with one row per response.