Electronic Intake forms

So long, paper.
Hello, digital intake forms.

Electronic forms for registration, appointment scheduling and billing that integrate with leading practice management systems.

Woman filling out digital patient intake form in office lobby on phone
Example of online patient intake form on mobile phone

How do electronic intake forms work?

Electronic intake forms are the most convenient, reliable way to collect information from patients. Unlike paper patient information forms, digital intake forms give patients the ability to self-submit their information from anywhere—even before they arrive.

That means no more printing or scanning! With electronic intake forms, healthcare organizations can capture patients’ information and digital signatures without pens or clipboards—and send required information directly to their practice management (PM) or electronic health record (EHR) system.

Benefits of a digital intake solution

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Increase efficiency

Avoid bottlenecks at the front desk

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Fill staffing gaps

Automate manual intake tasks

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Combat burnouts

Lighten your team’s workload

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Reduce costs

Trim expenses for paper and labor

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Protect data

Mitigate the risks of paper forms

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Streamline registration

Let patients check in from anywhere

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Simplify scheduling

Reduce no-shows and cancellations

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Boost collections

Get paid more, faster and easier

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Accelerate referrals

Convert referrals into visits faster

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Engage patients

Improve the patient experience

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Key components of a digital intake forms solution

These days, you don’t have to learn how to create an online intake form yourself. Medical forms software can do it for you!

Look for these features to find a digital intake vendor with the best intake form software:

Nurse using computer to view online intake forms

Bidirectional integration

Allows for seamless data synchronization between the intake form software and one or more systems, such as a PM, EHR, HIE, data warehouse or data lake.

Photo showing HIPAA compliant online form

HIPAA compliance

Provides HIPAA-compliant online forms by adhering to all privacy and security safeguards necessary to comply with the Health Insurance Portability and Accountability Act.

Closeup of person using a tailored screening intake form on mobile

Tailored screenings

Identifies patients’ medical and social needs privately and securely during intake, enabling providers to deliver more compassionate, holistic care.

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Dedicated support

Provides a dedicated team for implementation, onboarding and training, as well as 24/7 support for troubleshooting, utilization and product optimization.

Nurse using laptop to deliver custom branded messaging

Custom branding

Allows healthcare organizations to add their own name, logo and brand guidelines to most online patient intake forms, such as appointment request forms.

Doctors talking in hallway

Best-practice expertise

Offers a dedicated team with years of hands-on experience, as well as templated forms and content that have been optimized across thousands of go-lives.

What electronic intake forms look like

Digital patient intake forms help facilitate every step of the patient journey—appointment scheduling, registration, payments and more.

Here are some examples of digital forms powered by Phreesia:

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    Scheduling form

  • 2

    Demographics form

  • 3

    Insurance form

  • 4

    Consent form

  • 5

    Payment form

  • 6

    Survey form

Scheduling form

The appointment request form lets patients request an appointment directly from a healthcare organization’s website—anytime, anywhere.

Appointment Request scheduling form

Demographics form

The demographics form lets patients verify who they are and confirm their information—including their street address, phone number and email.

Filling out patient demographics intake form

Insurance form

The insurance verification form lets patients confirm or update their health insurance provider(s), as well as their policy number and/or policy ID.

Filling out insurance information on mobile phone

Consent form

Consent forms are automatically presented to the right patients at whatever cadence your healthcare organization chooses.

Patient privacy consent form being signed on mobile phone

Payment form

The payment form is presented to patients as they complete registration. It automatically calculates their copay and gives them several ways to pay it.

Make a payment using Apple Pay on mobile phone

Survey form

The survey form allows patients to rate their experience after their visit ends. Satisfied patients are encouraged to leave an online review as well.

Survey form

Streamline intake with Phreesia

With more than 150 million patient visits every year, Phreesia is the proven leader in patient intake management. That’s why 4,000+ healthcare organizations use Phreesia’s digital intake forms to support their unique needs.

Phreesia has 19+ years of experience providing top-rated intake form software to healthcare organizations of all sizes. Its electronic patient intake forms are built according to best practices learned across thousands of go-lives.

If you’re looking for medical forms software, don’t settle for an unproven vendor. Instead, use Phreesia to get the best online intake forms on the market.

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Automating the registration process and eliminating paperwork is a huge help. The front-desk staff isn’t bogged down by paper, they don’t need to worry about making space to store copies, and they don’t need to dedicate mental capacity to thinking about the specific forms each patient needs. Those things are just happening automatically. It has really been a game-changer.”

Amy Burton, Administrative Manager, Pinnacle Family Medicine

Try Phreesia’s electronic intake forms

Frequently asked questions about electronic and digital intake forms solutions

What are the benefits of a digital intake process?

There are several benefits to implementing a digital intake process, including:

  • Greater efficiency: Digital intake streamlines the collection and organization of patient information, which helps minimize paperwork and manual tasks.
  • Higher accuracy: Digital intake software often includes real-time validation checks, reducing the risk of data-entry errors.
  • Patient convenience: Digital intake gives patients the ability to schedule appointments, complete registration and make payments anytime—even before they reach their provider’s office.
  • Cost savings: By eliminating the need for physical paperwork, printing and storage, digital intake can significantly reduce administrative expenses.
  • Real-time reporting: Digital intake helps healthcare organizations more easily analyze and report on important metrics like visit volume, time-of-service payments and more. Organizations can easily search, filter and analyze information to gain insights and make data-driven decisions.
  • Enhanced security: Digital intake can provide security measures that can’t be taken with physical paperwork—including encryption, access controls and audit trails to protect sensitive information.

Do electronic intake forms need to be HIPAA-compliant?

Yes. Any electronic intake forms that collect and store protected health information (PHI) must comply with the Health Insurance Portability and Accountability Act (HIPAA), which sets standards for the privacy and security of PHI.

Before implementing electronic intake forms, organizations must ensure their forms vendor has appropriate safeguards in place to protect the confidentiality, integrity and availability of PHI.

How can I find the best online intake forms?

When choosing a digital intake solution, it’s important to carefully evaluate functionalities, features and capabilities that align with your organization’s needs. Here is a brief list of features to look for that can help guide your search:

  • Bidirectional integration
  • HIPAA compliance
  • Dedicated customer service and support
  • Self-service check-in
  • Online forms and e-consents
  • Insurance verification
  • Appointment requests and appointment scheduling
  • Secure two-way text messaging
  • Appointment reminders
  • Smart scheduling
  • Multiple payment options
  • Automated post-visit collections
  • Merchant processing
  • Patient-reported outcome (PRO) collection
  • SDOH screenings
  • Post-visit surveys
  • Intake and outreach campaigns
  • Referral management
  • Managed services
  • Custom branding and white labeling
  • Workflow management tools
  • Analytics and reporting

For additional guidance on choosing a patient intake solution, refer to Phreesia’s online guide.

How much does digital intake cost?

Due to the wide variety of digital intake platforms available today, you’re likely to encounter a range of price points. In addition, some third-party technology vendors may charge different fees depending on features, usage or your organization’s size, among other factors.

No matter your size, location or patient demographic, Phreesia offers a variety of bundled pricing options tailored for you. Request a quote to learn more about Phreesia’s intake form software.

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Let us show you how Phreesia provides the modern, convenient healthcare experience your patients want and your staff expect.

If you are a patient trying to check in or cancel an appointment, please contact your healthcare provider's office directly.

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