Sending Intake Documents & Forms to a Client

Learn how to send a full intake request, choose the forms usually included, and confirm what the client will receive.

Use intake when you want to send a client the standard onboarding materials for your practice. Intake can include reviewing profile details, your policy and consent documents, putting a payment method on file, and even scored assessments that you need to collect at the start of care.

Before you send intake

Make sure:

• the client has an email address
• the client portal is enabled for your organization
• the forms and documents you want to use are marked appropriately in Settings > Forms & Documents

Forms with Include in Intake turned on are available to be included automatically when you send intake.

Send intake from the client list

1. Open the client list.
2. Look for the Intake column and action on the row in question.
3. Confirm which forms are included.
4. Review the message that will be sent.
5. Send the intake request.

You can also send the intake when creating a new client, or when creating a new appointment.

What intake usually includes

Your intake setup may include:

• profile information
• intake questionnaires
• consent documents
• policies and acknowledgements
• any other forms you marked to be included in intake

If your practice collects payment information during intake, that may also be part of the request depending on your settings.

What the client receives

The client receives an email with a secure link. When they open it, they can:

• review assigned documents
• complete questionnaires
• provide required acknowledgements or signatures
• finish the intake in one place

Depending on your portal settings, supported client messages may be delivered through secure portal messages instead of ordinary email message bodies. In that mode, the email stays generic, the intake message is saved in Conversations, and the client opens PracticeRunner to view the message.

If the client replies to the secure message, the reply appears in Conversations so your practice can keep the intake follow-up in the same conversation.

How intake differs from sharing forms later

Use Send Intake when you are starting the onboarding process.

Use Share Forms & Documents later if you want to send additional forms, assessments, or documents after intake has already been sent or completed.

Tips for a smoother intake process

• Keep your usual intake set focused on what you actually need at the start.
• Put longer questionnaires into clear sections so they are easier to complete.
• Make sure titles shown to clients are friendly and easy to understand.
• Review your intake email template so the message matches your practice tone.

If intake has already been completed

You can still send more materials later. For follow-up forms or additional documents, use Share Forms & Documents instead of sending intake again.