IntakeQ Reviews

“Group and tweak client packets

Pros

I have been able to group our packets into different folders and send them out as needed and I can tweak every piece so it fits each client's needs.

Cons

Occasionally I find the documents placed in ways that make them hard to locate quickly.

“Hipaa-compliant and affordable solution

Pros

Working in the mental health field, I need software that's HIPAA-compliant but still affordable and IntakeQ ticks both of those boxes for me. I also really like the clean, professional look of the interface. The auto-save feature is an absolute lifesaver as I have lost notes before when my internet dropped and not having to redo lengthy entries anymore is such a relief. Notes can take a while to write, so that built-in protection makes my workflow much smoother. Their customer support is friendly and reliably available whenever something goes wrong.

Cons

One thing I would like is for clicking a client's name to take me directly to their homepage or profile which would cut down on extra navigation. I'd also love a dedicated mobile app, because the current forms don't convert well on phones and can be awkward to complete on smaller screens, making it harder to use on the go.

“Love intakeq and its exceptional support

Pros

I absolutely LOVE IntakeQ. The standout feature for me has been their customer support as I have never seen responses that fast or that genuinely helpful anywhere else. They always go out of their way to assist and I'll never forget one particular episode that showed just how remarkable they are. In my group counseling practice we were scrambling to distribute new forms to hundreds of clients before the start of 2019. Getting everything out before Jan. 1 was critical and of course I realized at the very last minute, right before the long holiday weekend, that I hadn't set things up in the way we needed. Panic set in. I started emailing customer support and each interaction felt like talking to someone who wanted to help me fix everything. Even though it had to be about 6 pm somewhere on the east coast, the rep stayed engaged with me as I kept discovering more requirements. At times they handled things so swiftly it was almost unbelievable. I genuinely think someone stayed late that New Year's Eve weekend just to make sure our account was ready. That level of service was exceptional and honestly saved me. Beyond the people, the product itself is fantastic as now our forms look modern, polished and flow smoothly. it is fast and actually kind of satisfying to watch clients zip through them when they're in the office. I really like that we can bundle multiple forms into a single email to send before a first appointment and the ability to collect signatures from multiple parties is a huge plus. Even clients have commented on how professional and visually appealing our forms appear which speaks volumes about the quality of the platform.

Cons

I honestly cannot think of any drawbacks for IntakeQ!

“User-friendly and simple layout

Pros

The platform is�user-friendly�and the layout is�simple. I found it really easy to track client details without getting swamped. My clients also appreciate how it is organized and say the setup works well for them.

Cons

I have no complaints.

“Highly flexible and simple to update

Pros

Using IntakeQ, I found the platform highly flexible, so I was able to customize it to fit the specific requirements of my business. I really appreciate how simple it is to update forms and adjust the documentation templates whenever new needs pop up. My clients breeze through the intake workflow and have actually told me how�simple�it was for them. One feature I especially like is the appointment reminders that can go out by text or email.

Cons

I honestly have no complaints about this tool because my experience has been excellent overall.

“Design and update forms easily

Pros

I really appreciate that I can design my own forms, update them whenever needed and immediately see any edits or corrections reflected in the system.

Cons

For me, some features can be a bit tricky to get through and take extra steps to fully complete.

“The best tool for online forms

Pros

I have found this to be the best tool for online forms. Other vendors charge roughly ten times more and still lack features IntakeQ offers. My patients really appreciate how�simple�it is. It simplifies things for them and for me as their clinician. Their tech support has been outstanding!

Cons

No major complaints from me but I'd love a feature that lets me save a partially completed form and then send it to a patient so they can finish it later.

“Simple for clients to use

Pros

I have found IntakeQ makes it incredibly simple for new clients to fill out their paperwork before arriving, without any printing required! it is also spared my team the pain of managing and moving physical paper around the office.

Cons

We can only send/receive a limited number of forms monthly.

“Incredibly natural for staff and patients

Pros

When I showed this software to my front desk team, they immediately became fans. as it is incredibly�natural�for both staff and our patients. The platform makes routine tasks simple like emailing required intake paperwork to patients before their appointments. I strongly recommend IntakeQ for those basic office workflows. Really an excellent tool that has made our pre-visit process much easier!

Cons

To be honest, my only real gripe is that, as a fairly large practice already using an EMR/EHR, we cannot utilize every feature IntakeQ provides. Even so, the customizable online forms and the way it integrates with our website deliver enough value that I am still comfortable continuing to pay for the product.

“Simple intake forms for patients

Pros

Using this software, I found it�simple�to create our intake forms and my patients had no trouble understanding them or sending their completed forms back to us.

Cons

I haven't come across any shortcomings as the software satisfied every requirement we had, so I cannot come up with any negatives.

“Comfortable, hipaa-compliant and customizable

Pros

I am comfortable using IntakeQ because it is HIPAA-compliant, highly customizable and really easy to use.

Cons

The admin settings can be a bit confusing and I wish there was a clearer way to manage and categorize a large volume of forms.

“Streamlined my practice completely

Pros

Using this tool has genuinely streamlined my practice and enabled me to move to an almost entirely digital workflow. There was a bit of a learning curve at the beginning but I found the help pages to be fairly useful overall and IntakeQ's customer support stands out as some of the best I have ever encountered. Whenever I have had questions and there have been plenty they typically get back to me within 24 hours. It always feels like I am talking to a real person who takes the time to work with me and helps troubleshoot whatever issue I am facing.

Cons

Certain parts of the software are pretty confusing, especially around the different "roles" assigned to accounts. As it is not always obvious what each role can or cannot do. At times I also struggle to find where specific functions live within the interface. Some of these things I can figure out from the help pages but other times I need to reach out to customer support to walk me through it. The platform could definitely be more�user-friendly�and user-friendly, though the strong customer service does help compensate for those shortcomings.

“Flexible pricing and customizable forms

Pros

One of the things I really like is that the pricing is flexible. As you can opt to pay less or more depending on which features you want and how many new clients you bring on. That flexibility was a lifesaver when I was getting started and only signed up one new client every two to three months. Their customer support actually went out of their way to help me they gave me a 50% discount for the first six months and even set me up on a special "super low volume" plan. Another big plus is how much you can customize the intake forms building custom forms with traditional EHR systems usually costs a fortune and when you have lots of different forms or you update them frequently, that expense adds up fast something I deal with regularly. Electronic signatures are fantastic too. and I cannot imagine going back to paper files and the hassle of scanning everything. I also like that IntakeQ lets clients attach photos directly to intake forms, so they can snap pictures of their insurance cards and IDs before the appointment and I don't have to chase down those details during the session. The team seems to roll out feature updates often and those updates feel driven by user feedback. For example, they recently added the ability to link family members so a teenager and their parent or guardian can both access messaging and the client's forms which has been really helpful. Overall the mix of adjustable pricing, responsive support, deep form customization, integrated e-signatures and the ability to collect photos upfront makes it a tool I rely on especially as someone who values efficiency and minimizing paperwork. I also appreciate small quality-of-life touches like how the messaging integrates with the client record and that they seem genuinely receptive to suggestions from practitioners. Those little things add up and make the platform feel tailored rather than one-size-fits-all.

Cons

That said, there are a few annoying glitches that come up now and then. For example, if you enter a client's legal name when you register them, the system doesn't let you change how that name displays on forms later and while that usually isn't a problem, it becomes frustrating when a client uses a very different preferred name or is transgender. I prefer being able to ask about and then customize the display name on their paperwork and the current limitation makes that harder than it should be. The service is a bit pricey but I recognize that's true across most online form platforms. But what makes IntakeQ feel worth it is that it includes a HIPAA-compliant messaging system out of the box. I skipped several other form tools that were the same cost but lacked half the features. Still, a discount for paying the entire year up front would be great so I'd definitely consider that option if it were available.

“Extremely user-friendly with excellent support

Pros

I have found intakeQ extremely�user-friendly�and their support is excellent. When I opened my own practice in March, switching over was surprisingly seamless thanks to their platform. Whenever I am unsure about anything, I shoot them an email and they typically reply right away.

Cons

When I print or fax forms, they tend to be really long.

“Easy, secure and hassle-free

Pros

For our team, it is really easy to use, feels secure and lets us have intake forms filled out without fuss. It takes the hassle away for our clients.

Cons

I still don't feel like I have a solid grasp on every feature and I am unsure whether we could be making better use of it.

“Completely tailored and hipaa-compliant

Pros

I have the freedom to completely tailor my intake forms to suit our practice and I can embed those forms directly on my website. Because it is HIPAA-compliant, I don't require patients to create accounts and I can actually watch their responses come in while they're filling things out plus it sends appointment reminders.

Cons

I'd really like it to integrate smoothly with my EMR and the practice management software we use.

“Great client sorting and form building

Pros

What I like most about IntakeQ is that it sorts documents by client. When I send a form, it returns and lands straight in that patient's file. I don't have to download anything, hunt for the right folder, save it and repeat. As I browse client folders, everything I need is already there. I also love being able to build and tailor forms with many different field types. Customer support has been excellent. The platform is�user-friendly�and flexible. It feels like the team is actively developing a roadmap because updates and new features are released regularly. Text appointment reminders work really well. Notes are simple to use probably the best option I have found.

Cons

I wish there were a native phone app. Many forms don't adapt well to mobile layouts, so clients struggle to complete them on their phones. The hand-drawn signature tool feels clunky and uneven the brush behavior seems poorly designed. Overall the interface could use refinement. Messaging patients from a mobile app should be simpler. Instead of a chat-style bubble labeled ambiguously, I would prefer a simple 'Messages' label. Another major pain point is not being able to map form responses onto our required PDF documents or images. We have specific PDF forms required for contracting and being able to overlay IntakeQ fields onto those files would cut down repeating paperwork. Right now I often send forms, receive completed responses and then have to re-enter that information into other mandatory PDFs. If I could upload a PDF and have IntakeQ populate it from survey answers or notes, it would save a lot of time. Finally, not all patients use email which makes it hard to enroll some people in IntakeQ without alternative mobile-friendly options. I frequently wish for easier phone-based messaging workflows and more polished touch responsiveness for signatures on mobile devices.

“Excellent customer support

Pros

I really appreciate the customer support everyone I have contacted has been responsive, helpful and quick to assist. Overall I find the system user-friendly and equipped with many important features.

Cons

it is not really a drawback but I do wish you also handled claim submissions directly through the platform.

“Simple and professional paperless forms

Pros

Using IntakeQ has been really�simple�and user-friendly for my patients and switching to paperless forms makes our office look much more professional.

Cons

We'd really appreciate tighter integration with Revolution EHR at the moment it is lacking. Ideally, patient demographics would transfer seamlessly and our intake questionnaire would load in a way that pre-populates fields in the REV exam portion.

“Low cost with fast support

Pros

I am pleased with low cost and fast support it is HIPAA-compliant, supports eSignatures, recurring forms and appointments, automated follow-up emails and secure patient platform. Sending and re-sending forms is easy.

Cons

Unfortunately, I cannot pick which variables appear as columns or reorder them in the client list. I cannot calculate average scores across multiple questions or analyze results. I cannot trigger a notification to site coordinators or doctors when a particular response is recorded. I cannot arrange forms on a timed schedule so one is sent after another and then review that schedule (which is acceptable since this wasn't intended for that). I also miss version control for forms.