IntakeQ Reviews

“Patients able complete forms at home

Pros

What I like is that patients can complete these forms from the calm of their own homes this gives my team a head start by allowing staff to enter the patient's details before a hectic day begins and when patients have time at home they're usually much more detailed with their responses. IntakeQ keeps rolling out new features which I appreciate. While not every addition fits the way we operate, I do value that the company keeps innovating and improving the product.

Cons

I would prefer if these forms could sync directly with our EMR (electronic medical records) system so we weren't stuck manually transferring patient data which can be time-consuming and opens the door to mistakes. Even so, the platform's functionality and the fact that we can collect comprehensive patient information before appointments arrive make this limitation manageable and overall it is a worthwhile trade-off for the convenience and preparation it provides.

“Simple to gather crucial information

Pros

I find it so simple to gather crucial information and clients like filling out forms before coming to my office. Absolutely fantastic software indeed.

Cons

This software feels expensive. I'd prefer a tier between the Small Team and Clinic that covers three practitioners.

“Ideal balance of ease and capabilities

Pros

For me, IntakeQ strikes an ideal balance between being easy to use and offering advanced capabilities. In my outpatient practice, collecting guardian signatures is essential and I have found its customization options to be much stronger than what competitors provide.

Cons

I find the interface so engaging that I could easily lose hours using it but because I have other responsibilities, balancing my time becomes difficult and somewhat frustrating.

“Simple to share a professional link

Pros

I find it simple to share a link with clients. The forms and website look professional, feel tailored to my practice and are easy to edit. Their customer support has been really helpful whenever I have needed assistance. I also like that the subscription can scale to fit my small practice.

Cons

It doesn't connect to my practice management software which means I end up manually transferring intake information into each client's chart.

“Best standalone software for forms

Pros

After four years of searching, I finally landed on IntakeQ as the best standalone software available for my needs. I genuinely love how easy it is to create my own forms and templates and the affordable pricing is a big plus. The system is simple, practical and just makes sense. With zero programming experience, it still felt�natural�as within a few days on the free trial I realized it was exactly what we needed and I signed up before the trial even ended. On top of that, the team has actually taken some of my suggestions and turned them into features which I find impressive and much appreciated so bravo!

Cons

I do wish the app included a few extra capabilities. For example, if a table calculates a score, it would be great if that score could be mapped to a meaningful result or interpretation. A clearer way for clients and providers to use the same form like a kiosk mode would also help. I'd like color customization for the sidebar instead of being limited to blue and green and more granular security controls so it is clearer who can delete what that would be reassuring.

“Simple and fast to send forms

Pros

I am finding it is very simple and fast to send forms to patients and they appear to appreciate the convenience. so overall it is the best

Cons

Sometimes when a patient begins their intake forms but doesn't complete them, they never seem to return to finish I cannot tell whether we should resend the paperwork or if it is simply a user mistake on their end

“Convenient online intake packets

Pros

The features and overall convenience really appeal to me is being able to send an intake packet online is a big plus. My clients enjoy it too since they're already comfortable doing things digitally. it is extremely helpful because most of the time I get the packet filled out and sent back the same day I send it. That extra time lets me prepare for a new client. I prefer not having paper clutter and instead maintain a complete electronic client file. Also, the appointment reminder for that first visit is absolutely wonderful!

Cons

Honestly the interface isn't very user-friendly or�natural and that frustrates me. Customer support is excellent but I wish I could figure things out on my own without having to reach out for help. For example, it would be great to be able to click on an existing form to see how something was constructed so I could replicate that layout on other forms myself. I often find myself staring at a form that customer service built for me and thinking, 'How did they do that?' Another big annoyance is that I can send faxes but cannot receive them as it would be so useful to get a client's fax and easily attach it to their file. I'd even be willing to pay extra to add that capability.

“Hipaa-secure and reliable platform

Pros

For us, the single most important requirement was that the platform be HIPAA-secure, since we're relying on it to gather sensitive medical information for a research study. It has gone beyond what we expected in several ways such as reliability as the system runs smoothly. simplicity as it is�simple�for both our participants and our team and responsive customer support as we encountered a couple issues that were resolved quite quickly. The messaging capability turned out to be an extra bonus as we've used it only a few times but those occasions were critical, so having that channel was invaluable. The cost is fair as well. our independent research group is covering this out of pocket and I feel every dollar has been well spent. Kudos to the team at IntakeQ for a job truly well done!

Cons

Id love to see the questionnaires enhanced with more dynamic logic for example, answer-triggered conditional questions so that if I tick a box in Question 1 it can jump directly to Question 8 and similar skip patterns. The way forms are displayed could use more options too, such as letting me show the most recently completed form at the top. It would also help to visually group forms by status like 'worked on' rather than only read or unread and to allow user-enabled flags.

“Clients able to book appointments

Pros

One thing I really appreciate is that clients can book their own appointments, receive email and text reminders and complete paperwork online.

Cons

Honestly I wish it offered more sophisticated features for syncing calendars and ensuring consistent spacing between appointments. For example, I have it configured to link with my work Google Calendar so that when a client books through IntakeQ a 15-minute buffer is automatically inserted between sessions. The issue comes up when a client arranges an appointment with me outside of the booking flow and I then add it directly into my Google Calendar since that event wasn't created in IntakeQ it doesn't trigger the automatic 15 minute gap. That leaves me juggling back-to-back client sessions with no breather. I realize the workaround is to manually create the appointment inside it so the buffer appears but that isn't always practical or possible in busy moments.

“Fast customer service and natural software

Pros

Customer service responds incredibly fast which I really appreciate. The software itself is very�natural�and easy to use. Everyone among our patients has genuinely loved it.

Cons

Changing the login details and configuring the admin area was surprisingly difficult. I ended up having to contact customer service to get access and make the necessary changes.

“Hipaa-compliant with a clean design

Pros

What pushed me to adopt this software was its HIPAA compliance and the ability to let clients fill out forms online. I also appreciate the clean, professional design and find the built-in search function quite useful during daily use.

Cons

I find the biggest limitation is a lack of flexibility for handling intakes in bulk. It would be great to be able to transfer many intakes at once between providers and to link custom 'office use' template fields with a client's custom fields so specific notes automatically populate the client's record. We really need more options to configure the software to match our business workflows. At the moment we have to rely on a separate scheduling system because IntakeQ doesn't give us the same flexibility for creating different class types. We use Acuity and maybe I am not fully leveraging IntakeQ's booking features but they don't seem to meet our needs. Having the ability to define intake workflows would make a huge difference. for example, when a new intake arrives I'd like it to default to a Pending status and to have the dashboard filter to show only pending intakes. After the office processes an intake, I should be able to switch its status to something like Ready or Action-Required and then display and filter records by those statuses. Being able to create and customize multiple workflows and statuses would reduce the manual work I currently have to build around the software for routine tasks. One other practical issue I have noticed performance problems if I keep more than about five to seven open intakes at once, because the application starts to hang.

“Fast setup and online booking

Pros

Setting everything up and sending materials to clients is fast and I really like the online booking calendar. overall it is been a huge help for me. I haven't integrated it with my website yet but I intend to do that soon. Overall it has unquestionably made my business processes more efficient, though I still need to get better at using the notes feature and similar organizational tools.

Cons

I do wish there was a cleaner way for me to email my information to clients as I am still trying to figure that part out. Also, I haven't needed to contact customer support yet, so how responsive they are remains to be seen.

“Easy setup but prone to mistakes

Pros

I really like how easy it is to set up intake and consent forms here as there are so many different question formats to choose from and making edits is incredibly simple and fast.

Cons

One annoyance for me is the lack of any spellcheck. I have to proof everything manually and it is far too easy to erase a form by mistake which has caused problems.

“User-friendly and budget-friendly

Pros

it is simple to use, really�user-friendly, budget-friendly and covers everything I need it to do. I especially appreciate that patients can complete forms on their phones or tablets, whereas our old software only allowed computer access.

Cons

I do encounter glitches from time to time but overall I am satisfied form creation is mostly�simple, although we've had to invest additional effort to tailor forms so they work for our practice's specific needs.

“Modify forms and draft assessments

Pros

What I appreciate is that we can modify incoming intake forms after they're submitted and then use that information directly to draft our initial assessment notes.

Cons

I'd like it to operate more like a complete EHR for instance, adding the ability to bill with CPT codes would be really helpful.

“User-friendly and scheduling flexibility

Pros

I really appreciate how�user-friendly�the system is and how much scheduling flexibility it gives our practice. Our patients are thrilled that they can fill out intake forms electronically before they ever set foot in the office and they also like getting text reminders from us. Because of these features we've been able to significantly reduce last-minute no-shows.

Cons

I still haven't been able to bypass or override blocks on a patient's schedule without completely removing or editing those blocks which forces extra steps and complicates managing appointments.

“Simple for staff and patients

Pros

For both administrative staff and patients, I find it extremely simple to use. People I know mention that it is very easy to fill out on any electronic device.

Cons

I only have one gripe the system forces you to provide an email address to book an appointment. Allowing users to sign up with either a phone number or email would make things much more convenient.

“Covers everything i need

Pros

I have found it covers everything I need, is really easy to use, offers an excellent mobile site and feels�natural�overall

Cons

Sometimes it glitches and fails to send appointment confirmations. It won't let me automate emailing consent forms and I'd really like a dedicated app soon

“Form workflow fits our needs

Pros

The way the form workflow operates fits our needs really well we rely on two kiosk machines running Porteus Kiosk, a Linux distribution.

Cons

Team members have told me they find customer and technical support unhelpful at times, often struggling to grasp the problems being reported. We've also run into a recurring hassle where our assistant account requires password resets and the whole reset routine is awkward and overly complicated. On the plus side, I would love to see several improvements full Spanish localization across the platform so Spanish-speaking patients can even see button labels in Spanish a wizard-style, step-by-step form builder to simplify creating forms dedicated icons that visually represent each form and the ability to assign multiple administrators or power users per account so we can properly audit and control who can access patient information.

“Appreciate every aspect of it

Pros

We genuinely appreciate every aspect of this software. Our team and our patients find it extremely simple to navigate. Customizing forms is easy and quick too. plus the support team is outstanding and responds right away whenever we have questions or encounter problems.

Cons

I cannot think of any drawbacks at the moment.