Overview 

This knowledgebase article guides you to the workflow for the standard intake form that you can configure for your new / returning clients. We can configure the pre-screening form for your clients as per your practice needs. When they visit your corporate website, they can answer the questions that we have configured for your practice in the pre-screening form. When they fill out pre-screening form details, you will receive a notification in ICANotes plus. When you confirm the client’s appointment, you can send the standard intake form that has been configured for them. The client will then receive an email to complete the standard intake form. Once they fill out the intake form, you will again receive a notification in ICANotes plus. You can then complete the evaluation process and locate that the questions that the clients have answered are automatically populated in the respective tabs in Progress Note.

Notes: 

** Kindly be aware that this workflow is exclusively designed for integrated assessments and does not apply to custom assessments.
** Practices have the option to collaborate with our customer support team to provide pre-screening form details, and we will tailor the pre-screening form configuration to suit the specific requirements of each practice.

Configure Intake Settings (Online Intake and Pre-screening Form) 
 

You must first to do the necessary configuration in ICANotes plus for the new / returning clients to proceed filling out details in the pre-screening and standard intake forms.

1. In the bookmarks on your left, click Settings. Select the Practice Forms tab from top. Select the Form & Assessment Package from the left menu and then click the Create Package button.

2. On the Form & Assessment Package Creation screen, enter the name of the Package Title on top of this screen, select the Standard Intake Form checkbox, and click Save. 

3. The Standard Intake Form will be configured and will appear as shown in the screen below.
 
    
4. On the Settings screen, select the Practice Settings tab and then select the Intake Setting option from the left menu. 

a.    Turn on the Online Intake flag and then select the Standard Intake option from the dropdown.
b.    Turn on the Require Prescreening Form flag and select the Pre-Screening Form option from the dropdown.
 

Client Workflow for Pre-Screening Test 

5. The clients visiting your practice corporate website will have to perform the pre-screening test that you have configured for them. 

Note: You must copy the link highlighted in the screen below and embed it in your website so that clients visiting your website can perform this workflow.

6. The client will see the following screen when they visit your website to book an online appointment.
 

 
7. The new clients will select this option and click the Confirm Appointment Type button.
 
 
8. The client will then select the desired time slot to book an appointment and click the Confirm Date and Time button.

 
 
9. The client will then fill out the demographic details as shown in the screen below and enter the reason for the visit. Once done, they will click the Confirm Appointment button.
 
 
10. When the clients proceed to confirm an appointment, they can see the Pre-Screening Form that you have configured for them as shown in the screen below. They will fill out all the screening details and then click Submit.

 
 
11. Once the Pre-Screening Form is filled out, the clients will see the following screens to notify that their request has been successfully submitted to the practice.

Notifications in ICANotes Plus for Appointment Request 

12. In ICANotes plus, you can see a notification in top right corner of your screen as shown below.

13. When you click the bell icon, the Notifications screen will appear to notify you that the client has requested and appointment and completed the pre-screening process.

14. On your calendar, you can notice the following details:

a.    In the left pane, the Pending Appointments section will allow you to confirm or cancel the appointment.
b.    The calendar page will locate the appointment plotted in the designated time slot. 
c.    When you click the appointment on the calendar, it opens the right pane to show all the details including Pre-Screening Form.

15. When you click the Pre-Screening Form link in the right pane, the system will display the pre-screening form filled out by the client as shown in the screen below.

Confirm Appointment and Send Intake Package

16. When you click the Confirm button, the system will allow you to send the Standard Intake form to the clients to fill out the details. 

17. When you click the Send Intake Package button, the system will notify you with the success message as shown below.
 

Client to Log on to Portal to Fill Out Standard Intake Form 

18. The client will receive an email for appointment confirmation as shown below. The client will be notified to complete the standard intake form during registration process.

 
 
19. The client will have to provide the last name and the date of birth to create a portal account. Once they fill out the details, they can set the desired password. 

 
 
20. The following screen allow the client to log on to the portal.
 

21. On the landing page, the client can click the My Documents section as shown below. 

22. On the My Documents page, they can click the Standard Intake Form link as shown below.

 
 
23. The Standard Intake Form that you have configured for the client will appear as shown in the screen below. The client can start the process of filling out the details.

24. The client can answer all the questions that you have configured in the Standard Intake Form and click Continue. 
 
 
25. Once the entire set of questions is complete, the client will see the following screen to notify that the form has been submitted to the practice successfully.

Complete Evaluation by Importing Standard Intake Form 

26. In ICANotes plus, you will be notified when the client completes the standard intake form details. 
 

27. When you click the link in the notification section, it will redirect you to patient’s chart where you can see that the standard intake form has been completed by the client. You can then click the Complete Evaluation button.
 

 
28. On the Create a Complete Evaluation page, you can locate the details filled out by the client as you scroll down the page. At this moment you can do one of the following:

a.    Import & Create Complete Evaluation: Click this button to complete the evaluation by importing the standard intake form details the client has filled out.
b.    Create Complete Evaluation without Importing: Click this button if you want to complete the evaluation process without importing the standard intake form details the client has filled out.

 
 
29. When you click the Import & Create Complete Evaluation button, the system will automatically populate the details filled out by the client in the standard intake form into the respective sections.

30. You can select the tabs to ensure that the details filled out in the standard intake form are populated in all the tabs automatically.

Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.icanotes.com 

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