How New Patients Can Complete Their Intake Forms

How New Patients Can Complete Their Intake Forms

When our software sends intake forms to a patient, the patient receives an email with a link to complete the intake paperwork online. The webform is responsive that allows the patient to fill out the intake forms on a computer or on their smartphones and tablets. The link expires after the appointment. Information in these forms is automatically submitted to zHealth Software. Our software merges the information into the subjective part of the SOAP Note so providers can review the submitted medical history, problem description, surgical history, social history, and other details from their dashboard in the patient's profile.
Note: 1. zHealth automatically sends intake forms to new patients (when appointment type is categorized New Patient "N") and if they don't have previous visits or notes in the system. Automatic sending of intake forms is available for zHealth Advanced Package users. Customers with the Basic Plan will be able to have their patients take the intake and consent forms when they arrive at the office. If you want to upgrade your plan to Advanced, contact our customer support team at support@zhealthehr.com.

2. Clinics with the Advanced Package may turn off the intake sending feature.

3. zHealth allows facilities to customize their Intake Forms for different patient types. Contact your Customer Success Specialist or send an email to support@zhealthehr.com.


Patient Intake Process for 'Insurance' Patient Type


1. When a new patient books an appointment with your practice or you schedule an appointment for a new patient, our software will send an email with a link to complete the Intake Forms. 



2. Once the patient clicks on the complete intake link,  they will be directed to a page where they need to create a username and password for their account.

a. The patient should enter a unique username and strong password.
b. Once they click " Continue ", their account will be created. They will be redirected to the Patient Login Page.

It is recommended for patients to save their username and password so they can login anytime if they wish to change any information in the future. The patients will also need the username and password in the next step.





3. When the patient clicks " Continue ", the system prompts the user to save the username and password on their computer for future logins. If they saved the username and password, they can click " Login " as shown here.

If they didn't save the username and password, they can enter the details and then click Login.





4. Patients will receive an important message. They can click "Ok" to continue.



5. The patient can view the dashboard with a button - New Patient Forms . Patients need to click on the button to proceed.



6. When the patient clicks on the New Patient Forms button, they will be directed to the patient information page where he or she can add/edit/update personal details like email, phone, marital status, employer name, and spouse/partner namer. 

Once the patient fills in all the details, he or she should click " Save and Next " to save the information. 



7. On the next page, the patient can fill the home address and set communication preferences (Email, Text, or both). They should click the " Save and Next " button to move to the next page.



8. On Past Medical Information page, the patient should check the medical problems he or she have had in the past or have currently.

Click " Next " when done.
Note: This section can be turned off/hidden by your facility. Contact your Customer Success Specialist to turn off this feature.


9. On the Family History page, the patient should check the boxes in front of the conditions/diseases that his or her family member had in the past or currently has.

Click " Next " when done.
Note: This section can be turned off/hidden by the facility. Contact your Customer Success Specialist to turn off this feature.



10 . On the Surgical History page, the patient should enter details of any surgery he or she had in the past or recently. To fill in the details, the patient should:
  1. Enter the surgery name or type
  2. Select surgery date
  3. Enter a comment if required
  4. Click "Add" to add the surgery details
Click " Next " when done.
Note: This section can be turned off/hidden by the facility. Contact your Customer Success Specialist to turn off this feature.





11. On the Social History page, the patient should enter details pertaining to his or her habits, such as:
  1. Smoking Status
  2. Alcohol Status
  3. Drug Use
  4. Tobacco Use
  5. Exercise
  6. Sleep patterns
Click " Next " when done.
Note: This section can be turned off/hidden by the facility. Contact your Customer Success Specialist to turn off this feature.


12. On the Facility Policy page, the patient will be shown three forms, including Appointment Cancellation Policy, HIPAA Notice, and Informed Consent for Chiropractic Care. They need to agree to the policies and forms. 
  1. To read the forms, the patient can click the "+" sign to enlarge the text size and read the form before agreeing to the terms.
  2. Once they read the policy carefully, they should click the "I Agree" button.
  3. Click "Next" when done.
  4. Clicking "Next" will bring the next consent form. They can click "I Agree" and then "Next" to the next form and so on.
zHealth gives patients the ability to download a consent form in case their browser does not show them the policy/consent form. They can click the download link to view & sign it.


13.  The last step in the intake paperwork is to add and confirm the signature.

The patient needs to click on "Your Signature" option. The page will refresh.
Note: The consent form for minor patients should be ' Electronically signed by Guardian/Guarantor ' rather than by the patient name.



14. a. The patient needs to enter his or her full name. The Signature style will appear automatically. They can click " Confirm and Sign " to proceed.

b. Or they can click "Change Style" to change the Signature style. They can select from three Signature Styles, click on one style, and click " Confirm and Sign ."



15. Once they click "Confirm and Sign", they will redirected to the final step of the Signature process. Patient's Signature, name and date will appear on the screen. The patient needs to click on " Confirm Signature ".



Note : Patient Intake Forms may be different for different patient types, such as Personal Injury Patients, Insurance Patients, or Cash Patients.

FAQs

Q: Why is the patient encountering a blank screen while filling out forms on the patient portal?
A: This issue may occur when there's no upcoming appointment scheduled or if the current appointment time has already passed. If this happens again, please consider rescheduling or adjusting the appointment to a future time, especially if you're running behind schedule or if the patient arrives late.

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