Behavioral health providers are required to maintain accurate, up-to-date client information, which is important not only for compliance with insurance requirements but also for ensuring continuity of care.
One critical aspect of this is regularly updating intake forms to reflect any changes in a client's details, such as contact information, treatment goals, or health history. SimplePractice streamlines this process by allowing providers to easily resend intake forms through the client portal.
In this guide, we will walk you through the steps on how to quickly send and resend intake forms on Simple Practice to stay compliant and streamline your administrative tasks.
You can send a variety of intake forms for clients to complete electronically through the client portal before their next appointment. This helps streamline the intake process and ensures all necessary documentation is received beforehand within Simple Practice.
Once you have figured out how to access and set up the Simple Practice client portal, follow these steps to send intake forms to a new client:
- Go to your SimplePractice dashboard
- Click the 'Create Client' button and enter the client's basic information (name, email, etc.)
- Select the 'Create & Continue' button at the top of the client's Overview page
- In the pop-up window, select the intake forms you wish to send by checking the appropriate boxes
- After selecting the forms, choose 'Continue to Email'
- If necessary, edit the email and click 'Continue to Review' to review the email
- Once finalized, select 'Share & Send Now'. The client will receive an email notification with the client portal link
If you entered an incorrect email address or need to resend intake forms, follow these steps to ensure the client receives the correct documents:
- Navigate to the client's record and click 'Edit' under the Client Info tab
- Delete the incorrect email address and enter the correct one
- While still in 'Edit' mode, go to the Client Portal tab and update the email there as well. If both fields are not updated, SimplePractice might retain the incorrect email when sending forms
- Go to the Shared with Client section under the client's Overview page
- Delete all the documents that were previously shared and need to be resent
- Click 'Share' on the Overview page and select the forms you want to resend. The client will receive a new email with fresh copies of the documents to complete through the client portal
The electronic signatures you collect for intake forms are legally binding under the U.S. Federal E-SIGN Act, ensuring that your documentation processes meet compliance standards. This can simplify your practice's paperwork and improve overall client engagement. To collect e-signatures for intake forms, follow these steps:
- Open the client's Overview page
- Click on 'Share' in the top-right corner
- Choose the specific intake forms or documents you need the client to sign from the list under Your Signed Documents
- After selecting the necessary documents, click 'Continue to Email'
- Finally, review the documents, and if everything looks correct, click 'Share & Send Now' to send the email and request the client's e-signature
Once the client has signed the document, the status will automatically update to Completed, and the date of completion will be visible on the client's Files Overview page.
Note: If the client has already signed a document, it cannot be re-shared with them.
Here are a few best practices you can implement to streamline your intake form process:
- Schedule Regular Updates: Regularly review and update intake forms to reflect any changes in client information or regulatory requirements, ideally on an annual basis
- Automate Reminders: Set up automated reminders in the software to prompt clients who haven't completed their forms
- Use Templates: Browse pre-built intake documents and consent forms in the Simple Practice template library to streamline the documentation process and save time
SimplePractice is a comprehensive management tool that simplifies the intake process, helping behavioral health providers manage client information efficiently. It enables users to effectively manage intake forms, reduce errors, and ensure accurate medical records.
If you are still struggling with sending or resending intake forms, sign up for a free SimplePractice demo to see how it can enhance your workflow.