Publish an intake form on your website

The situation. New patients call to ask where to send their referral letter. You would rather give them one link on your website that works for everyone, without creating a request per person.

What you will use. An Open request with a form, created in a group so the whole front desk can read submissions. Open requests must be enabled on your plan; check Settings › Plan & Usage › Feature Access.

1. Create the request in the group #

Open the group for your front desk and choose New request under Exchange › Requests. Creating it in the group means every member can read the answers; you do not have to maintain a reader list.

2. Build the form #

Choose Use a form instead and add fields:

• Text for full name.
• Date for date of birth.
• Email so you can reply.
• Select for the reason of the visit.
• File for the referral letter.
• Text Area for anything else they want to tell you.

Keep it short. Every field is encrypted, but every field is also one more thing a patient has to fill in.

3. Make it open #

Under Fulfillment choose Open: anyone with the link can submit, as often as needed. Set a Retention that matches how quickly you process intakes, and no Deadline.

Choose Create.

4. Brand the page #

In the request, open Guest page and upload your logo and a wallpaper. Patients should recognise your practice, not a generic form. Changes save right away.

5. Put the link on your website #

Copy the Submission URL and add it to your site as "Send us your referral". The link does not change, so you only do this once.

What a patient sees #

Your branded page with Requested by your practice, the form, and the note that Only the requester can read it. They fill it in, attach the referral, choose Submit and see Submitted!. Their side is described in Answer a request.

6. Work through submissions #

Everyone in the group gets a New submission notification. In the Submissions tab, the Table view shows one row per patient with every answer, and By question compares answers to one field. Use Download file for a single referral or Export to Databeamer Drive to file everything into the group's Drive.

When you change the form #

Edits to an open request affect future submissions only. If you need a different form, create a new request and update the link on your website; set a Deadline on the old one so it stops accepting submissions.