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Intake Forms Webinar: Time Codes & Transcript

 

We want everyone to be able to use and enjoy Jane’s Webinars in whatever way works best for them.

⏱️ Time Codes

  • 06:48- What is an Intake Form?
  • 07:54- Let’s build an Intake Form together.
    • 09:04- The General tab
      • 09:19- Setting Intake Forms to send Automatically vs. Manually
    • 12:12- The Appointment Type tab
    • 17:44- The Profile Fields tab
    • 19:57- The Questionnaire tab
      • 23:01- Using Staff Charting Templates in your Questionnaire.
      • 26:23- Using the Chart Template Library in your Questionnaire.
    • 27:49- The Consents tab
  • 30:46- Using Intake Forms as Consent Forms
  • 31:27- Using Intake Forms in Charting
  • 32:30- Making sure an Intake Form doesn’t send until it’s ready
  • 35:03- Sending an Intake Form Manually
  • 35:58- Intake Forms as a manual COVID-19 screeners
  • 36:24- Filling out Intake Forms/Consents in-person with Clients
  • 37:20- What’s it like for my client to fill out an Intake Form?
  • 41:05- Can I upload my existing Intake Form to Jane?
  • 41:50- How can I tell if the Intake form has sent?
  • 43:09- Where does all that information go?
     
     

📜 Transcript

Ali- Good Morning! [00:00]

But everyone’s already here. Good morning, everybody. Thanks for joining us. We were just, if you’re on the Pacific coast like we are it’s 8:30 in the morning which I think is far too early for a webinar. I should get your votes on this. Good morning, hi. If you haven’t been with us before flip your chat over to panelists and attendees so that everyone can join the conversation. So there’s a little chat icon at the bottom of your screen. If you click it, you’ll get a chat panel to the right and then it starts with just panelists so we’re getting a lot of lovely hellos but if you want to switch it to panelists and attendees then everybody can see your messages. Got it, hi Rick. Good morning, everybody. If you want to let us know, we, this is an intake forms. It’s really relevant to everybody but we do love where knowing where you’re from. Thanks, Kathy, hi. Where you’re from and what you do as, or what your role is. If you’re an admin or a practitioner and what type of practitioner, it’s just nice to get to know each other a little bit. Good morning, Nova Scotia, Abbotsford. I saw some UK in here as well. Good morning or good evening, I think for you. It’s lovely to see you all. We had, we’ve had over 3000 people register for this webinar. So it’s going to be one of our most popular I think for this year so far. Everyone’s very excited about intake forms on a Saturday morning and why wouldn’t you be, I think.

Good morning, everybody. We’ll just wait a few minutes to get started. How many of you already use intake forms in your practice? I’m going to guess most of you do, and you’re just wanting to become a power user of the intake form. Yeah, yeah. Intake forms are I think, one of the most widely used features across all of our practices mainly because it’s not really discipline specific. Everybody needs an intake form. Love more customization, good Angela.

I’m excited to share how you can do more with your intake forms this morning. Well actually, I’m not going to, we have Mark and Kiki with us this morning. You are so lucky. Yeah, so lucky to be spending some time with these people this morning they have worked so hard this week. Lots of practice sessions there. I can’t even wait for them to start because they’re just, it’s going to be so great. I’ve enjoyed seeing the evolution of the webinar over the week and let’s yeah, definitely add your questions. Welcome to Jane Sabrina, brand new. Launching April sixth. Congrats, everyone congratulate Sabrina on her new practice. That’s exciting. How many of you are brand new and just starting up, don’t, haven’t even opened your practice yet? I’m excited for you. Oh good, hi Rachel. Congratulations, new practice owners. So many of you. Very cool. I know everyone else is just like really excited for you. Brand new office manager, great. If you’re a brand office manager, make sure you do our staff admin training, Jane University. Head over to our website and do the admin training. It’s excellent at getting a good overview of everything. New to Jane, but business 17 years, love it. What a great community we have. I will also say, if you want to be part of this community on an ongoing basis, there’s a Facebook group. It is on Facebook right now. It’s called the Jane Community Forum Jane app, Jane app Community Forum. Justin, you can put in the chat maybe, which what the actual name of it. And you can talk to all your peers and get advice on opening a new business or how people are using Jane in their practice. It’s a great place to continue the conversation.

Okay, you’re here for intake forms. I think I rambled long enough, 8:34. I think that’s pretty good. Welcome, welcome. Keep, keep going in the chat if you want throughout the whole thing. I’ll try to jump in and answer questions. We have other people here in chat too. Erica, Erica is here for chat. A few other people. So you can either go into the queue and the question and answer or in chat. We’re going to work. We’re going to answer in both of those. Okay, Mark and Kiki.

Mark- Introduction [4:04]

Yeah, why don’t we just start off by introducing ourselves as well and saying hi. So hello everybody. Good morning, my name is Mark. I have been with Jane for about a little over a year now and loving it. I work on the customer support team supporting our Canadian clinics. So if you are joining us from Canada, you may have gotten me on the phone at some point so hello. I also have the pleasure of being the Education Accounts Manager at Jane. So I work with schools, supporting schools who are using Jane in their graduate and undergraduate programs so a lot of fun. Before Jane, my like personal background, I did personal training for five years. So, and I guess all I can think about now is how much easier my job would have been if I was using Jane kind of funny, but yeah. Glad to be here now and glad to be a part of the webinar.

Kiki- Introduction [04:50]

Hi good morning, everyone. My name’s Kiki and I’ve been at Jane just under a year. So it’ll be a year next week. I’m on the US support teams so just like Mark, if you called in on the US side you might’ve spoken with me before. I also support with the webinars frequently in the chat box. So my name probably looks familiar if you visited a webinar of ours in the past. Before Jane or leading up to Jane, I always worked in people focused industries as I really do love people connection which not only makes this webinar so exciting but I think my favorite part about being with Jane is that I’m now helping people who help people and I think that’s pretty cool.

Mark- Goal of the Webinar [05:25]

Absolutely, so guys, today we are talking about intake forms and so I hope everybody can see my screen. That’s probably the most asked question of the last year but yeah, thank you for, we just want to say thank you for everybody who wrote in letting us know what we are, what you wanted to see cover in today’s webinar. At the end of the day, we want you guys to walk away with a strong, I guess, base knowledge of intake forms. How they work, what they are, how to set them up, how they get sent to where that information comes back when your clients do submit the intake form. So that’s what we hope you guys get out of today. Of course, if you are, you know, already using intake forms and you’ve got a more specific question and would like some more personal help on something and how to set it up, please feel free to reach out to our support team to get some one-on-one help with those intake form questions as well. But yeah, definitely hope you walk away with a strong kind of base or base knowledge or foundation of how intake forms work today.

Kiki- How to use the chat [06:21]

Yeah and just mentioning what Allie spoke to earlier about the chat box below. So there is the chat box just kind of in that middle left area for you as well as the Q and A box on the further right. So that Q and A box is great for those direct questions as we do have Erica here to help support and just kind of manage some of those questions that you might have during the webinar as we go along. And the chat box, you can still like chat in there, and you’re welcome to say hello and just keep in touch with everyone throughout the webinar too.

Mark- Building your Intake Forms [06:47]

Perfect, yeah, guys. So without further ado, intake forms. If I were to summarize what intake forms are doing for you, it’s just a handy feature built to help you collect any necessary information from clients. So that could be profile demographics, a health history questionnaire or maybe some consents prior to treatment.

Getting started [07:05]

If you were looking in your account for this setting or to preview an existing intake form or to create a new one, you’re just going to be in settings. That’s in the top blue bar and then down to Intake Forms tab on the left to see your current set of intake forms. Now this spot, you would have to be a full access user to get to. And the why I guess behind that, is less access or more restricted access is generally going to lead to better privacy and security for your clients. So we’ve left it in the hands of the full access users to best determine what kind of personal health information you’re grabbing from your clients to best treat them and to best serve them. So we’ve left that in the hands of the full access users to determine that personal health information collection piece. So we are going to spend a bit of time building a new intake form together just so that you guys can see how that starts. But before we start with that, I’m going to preview one of the intake forms that we have and show you a little bit of an end product before we get going with building it and how that works. So, as I scan through here, you’ll see a little bit of profile information or patient demographics, a questionnaire that’s going to be completely customizable and Kiki is going to be responsible for showing you guys how that’s all set up, and some consents that they’d be able to do sign off on or to check in and consent to. So I always think it’s helpful to see a little bit of the, you know, what the end product first so that you guys can kind of have a picture as to where we’re going when we’re building or setting up this intake form. So without further ado, I will click New Intake Form here.

The “Settings” of an Intake Form [08:42]

When you guys first start setting up the intake form, it’s kind of helpful to know that there’s five different tabs that you’re going to need to complete to set up the intake form entirely. So the first two are just the settings of the intake form, okay. Where the last three are going to be what the client’s actually filling out. So first two are the settings. Last three are what the clients filling out.

The General Tab [9:03]

In this General tab specifically, you’re really just worrying about five different fields. So you’ve got the name of the intake form that you’ll be able to customize as well as the little personalized introduction to the intake form with any relevant instructions for how to fill it out. And then the last three parts in here are really just talking about how the intake form is sent. So you can either tell Jane to automatically prompt the client to fill it out or manually send one of these forms from a client profile. And I’m just going to take a little bit of time to go over the section because I think it’s important to understand how Jane is automatically sending intake forms. Like what prompts that, when, you know, when you guys have these set up. So intake forms can be sent manually. We’re going to go over that in a little bit in the client’s profile, that’s just with a couple clicks, or automatically to new clients and this is going to be triggered by the booking of an appointment. So intake forms are automatically prompting clients, new clients to fill out the intake form at the booking of a new appointment or a booking of an appointment. So the intake form is not being sent out with a welcome email. The intake form is not being sent out when a client maybe creates an online profile through Jane. It’s always going to be automatically triggered when a client books an appointment or when you guys book an appointment administratively. So either way client books one online or you book one administrative for the, administratively for the client. So knowing that, if you choose to send your intake forms automatically through Jane, there are a couple of different fields here so these ones, that are going to help you, I guess, customize how they’re automatically sent or manage how they’re automatically sent in a way. So the first one is going to be this Require for New and Existing Clients field. So this is a great field when, say you’ve been using Jane for a bit now, and you’re just getting around to setting up intake forms using intake forms or maybe you’re setting up a new intake form but again, you’ve had Jane for a bit. Jane is going to look at a bunch of your clients who have had past appointments and Jane’s not going to recognize them as new anymore. So what you can do here is you can set a date where you say, okay, as of this date, I am going to almost treat all clients as new again even if they’ve had past appointments in your schedule. So Jane knows that the next time that they book an appointment, after this date, they’re going to get automatically prompted to fill out this intake form. So again, a really good field if you’ve been using Jane for a while now, and you’re just getting around to using intake forms, or maybe you’re setting up a new intake form where you need everybody in the clinic to fill it out. So that’s one field. The next field that also helps customize or manage automatic sending of intake forms is this Valid For field. So say you set a valid for date, we could almost call this an expiry date, for a year. What’s going to happen is Jane’s just going to automatically prompt the client to fill out this form again if they book an appointment after this time period has elapsed. So again, these settings are more for if you’re choosing to automatically prompt clients to fill out intake forms triggered by a booking. So whether it’s them on the online booking site or you administratively. So that’s pretty much it for the General tab.

The Appointment Type Tab [12:07]

The last field that helps you customize how Jane is automatically sending appointments is going to be the second tab, the last tab in your settings of the intake form, which is going to be the Appointment Type tab. Now I think this tab is really well designed. And so we’ll just go a little, over a little bit as to how it works. You may have heard me saying new a lot. So like Jane automatically prompts new clients to fill out the intake form, triggered by the booking of an appointment. So this tab, if I were to kind of sum it up, you get to customize what new means in your settings or what a new client is. So say on this intake form should be going out to like absolutely new clients. Like new clients to the clinic in general, you could select all appointments. So Jane’s going to automatically prompt a new client after their first booking with absolutely any appointment in your clinic. But say you have a intake form that should only be sent to clients who are new to maybe a specific discipline right? So they’d be coming in and they’ve been seeing a chiropractor a lot but you have a different sort of consents and health history questionnaire that you need to gather for people who come to see a physical therapist, for example. So you could tell Jane that, okay, like my client is new here. I’m going to define a client as new as when they are new to this specific discipline of physical therapy or when they book their first appointment with a physical therapist. So I think a really well-designed feature in Jane to help you customize how these are automatically sent. You can do the same thing with a staff member. So, you know, this intake form that I’m building is going to be automatically sent to clients who are new to specifically this practitioner as well. And then the last one, which is newish in Jane, it’s not too new anymore, but newer than the first three, is you can also do this for a specific set of treatments. So say as a practitioner, I have, you know, everybody filling out an intake form which is my General intake form, consents and questionnaire. But then I also service maybe a treatment or a handful of treatments where I need to grab a different set of consents or a health history screen prior to servicing those particular appointments, so instead of skimming through your schedule, finding if people are booking that type of appointment and then manually sending them the intake form from their patient profile, you can also just tell Jane to, hey, when a client is new or books their first appointment with any one of these in this kind of set of treatment lists that I’ve, that I’ve picked, Jane is going to automatically prompt them to fill out this new intake form so that I’ve got all the consents and health history screening questionnaires that I need in order to best treat this client.

Ali- Jane’s never done [14:40]

Mark, I’m loving it. Some people here are older, like have been with Jane along time so this is new to them. If you’re brand new to Jane, we get so excited showing you new features and here’s like, you have no idea which ones are new and which ones have been around for a long time. And so it’s funny, but I’m watching people in the chat be like, oh exactly, this is what I needed. So if you set up your intake forms two years ago this wouldn’t have been available to you.

Mark: Even one year ago, I’m not sure if it would have been available.

Alison: For sure.

Kiki: Yeah.

Mark: You used to have to set up multiple different disciplines if you wanted to get yeah.

Ali: Yeah, it was a bit of a workaround. Jane’s never done. We’re always trying to add and change based on people’s feedback. So this one we often see for prenatal or, you know, if you have any specialized consents or information you need to collect that doesn’t make sense for everyone. Now you can create just a specific form for that.

Mark: For sure, yeah. So it’s got a lot more specific and I think, yeah, before I think we were suggesting if you had like two different treatments that needed two different ones, you had to like create two different disciplines for each treatment and a little bit of work around but now nice and easy to just specify, hey like, I need different types of information prior to, you know, servicing one of these sessions. So you can select one or a set of those treatments and then Jane knows to automatically send out this intake form, but lots of information there.

Ali: I know, it’s so good. People are talking already in the chat about TELUS eClaims consents, so doing insurance billing consents and then Work Safe. So insurance consents and insurance information. It’s really interesting to hear how people are using these specific style of intake forms. Okay, thanks.

Mark: Yeah, definitely. But yeah, that’s pretty much the settings of the intake form guys. So remember it, I mean, first thing that you do when you click that new intake form button, first two tabs of settings, last three tabs of what the client’s actually filling out. So I’m gonna pass it over to Kiki to build the rest of the intake form.

Ali: Can I, I’m going to just answer two questions in the chat that are about things that are upcoming but we don’t have yet. And so first of all, the insurance collection and collecting the pictures of the insurance cards, did we demo that for everyone at the? I think that got fully demoed, it did, for the whole company so that one’s in, that one’s almost up. I’m not sure when it’s going to happen but where you can actually hold your insurance card up and get a picture of the front and back of the insurance card. It’s going to be so awesome. So that’s coming soon. And then the other one that people are asking about and we get asked about all the time is notifications for when an intake form is completed. That one is not currently on the robot but I know it would be amazing. So many things that I want to make sure we add in the future, but notifications of when intake forms are completed is not currently being worked on. But if you have, I’d love to hear your tips on it, what you do. I think a lot of people go through the next day, ‘cause you get, and you have a new patient badge on your appointments if they’re new to make sure that they filled out the form. If you have any tips on how you’re working around that right now, we’d love to hear them. Okay, thanks Kiki. I’m excited for the next part.

Kiki- The Patient Response Fields [17:30]

Yeah, no, that’s awesome. And you guys, we will actually go ahead and explore that too later on kind of like some tips as well to see like intake form sending. So what I’m going to explore next is just the next three steps which is going to start with the Profile Fields area. And the way I’d like to think about these three tabs in particular is that these are all gonna have actions that create reactions. So something you do in one of these areas as a patient is going to do something for you as the practitioner or admin.

The Profile Fields [17:58]

So working with the profile fields, this is actually going to be what’s going to help you collect your patient demographics. So Jane actually has the ability, when people are going to fill out this form, to then take that information and put it into their profile and build those patient demographics for you. That way you don’t have to go ahead and put all their information if maybe there’s someone new coming in, you’ll just need maybe their name, email address, and phone number and then Jane can do the rest. So looking at these profile fields, because Jane is going to take the Profile Field and put it somewhere for you, there isn’t a way to edit these fields because they’re going to be building out the profiles. So at this time, these are the current fields that we have available. And with them, you’ll see that there are two columns. So the first column is this Include in Intake and you want to toggle this on to the right of any field you’d like included in the form. So this will then say to Jane, hey, I want to know this about the patient. So for example, maybe I want to know their preferred name or prefix, and then I can leave this toggled on as Include in Intake. The second column is the Required column and that gives me the ability to make this field mandatory. So Jane will then say, hey, you have to actually fill this in before you can submit that. So if I scroll down for example, and I want the date of birth to be mandatory, I want to not only leave the first option toggled but also toggle the second column. This is then going to create that mandatory action. So that I, as a patient or client, can’t just come into the intake and totally skip the date of birth. That’s probably something you’re going to want to know. So I’d have to go ahead and do that to then successfully submit my form. So this is the area of the Profile Fields, just to give you a brief view of this as well.

The Questionnaire Section [19:50]

But if I scroll back up to the top, once you have all these fields set up, the next step is to explore the Questionnaire section. So this is my favorite area of the intake form just because I just love the ability to really customize and create unique forms for your practice. And so, though we’re often talking about intake forms as health history forms or even consent forms, you can use the intake form feature to create any, you know, sort of form that you might need to receive questions or responses to or consents for using the intake forms feature. So the Questionnaire area really does give you that free range to kind of customize your form. And so I’ll start just by going to this grid icon at the very bottom here to explore some of the ways you can build out your questionnaires. So you’ll see there’s these three tabs at the top, and we’ll start just by talking about the items for a bit. So when you’re building your questionnaire, there are six items total for your intakes. One is the heading as well as the instruction where are more like directional items that give you the ability to kind of you know, either separate areas or just create clear instructions for how to complete the form. And the remaining four items are actionable items. So things like Check Boxes gives you the ability to have multiple choice questions. Whereas a Drop Down allows maybe of multiple options, the patient or client must select one, and a Range/Scale to get a range of experience there. The Note box as well then gives you the ability to select let’s say the note item, you can give it a click to then edit it and maybe add a question as the title or a statement. And then you can include anything else in this box here, maybe some preset text. You’ll see that there was this required field as well which is one thing I wanted to show about each item, is that while you’re building your form, you’ll also have the ability to say whether or not that question is required. So you can toggle this on to then make sure that Jane does not allow people to bypass this question. And so that could be maybe your entire form so you want to go through the items and make sure they’re all required or that could be select parts. That way I can just save this and again, just like the profile fields, Jane’s going to say, nope, you got to come back and fill that out before you can submit the form.

  • Why certain Chart Parts aren’t available [22:10]

So going back to the grid icon here, we also do get asked, you know, there’s these select items here in the intake and we know that chart templates have varying items. So when it comes to the intake form, the reason we only provide these select six is because we really want to be accessible. Jane really wants to make sure that no matter who you are, where you are or what device you’re using, you are able to complete an intake form. So you could be that person, I’m sorry, guys, I’m that person who’s on the bus typing in that intake on my phone. So it makes it easy for me the user, to then just answer questions and these simpler items, or maybe someone who’s not so tech comfortable or tech savvy and so they might actually benefit from this too. So that’s the reason why there are the selected items that we offer for building out your intake forms.

  • Chart Templates in Intake Forms [23:00]

So adding to that as well, you can jump into the Templates area. So if I press the Templates, you’ll see this large list of templates. And that’s because not only does it come with the core four that we provide, but it’s actually your entire clinic staff templates. And what that does is give the ability to maybe pull in, especially if you’re like a multidisciplinary practice for example, using some of your staff templates can help you know, different disciplines have like maybe the same type of intake, but they all kind of have their own questionnaires that are pulled from their staff template. So it’s just a nice addition to be able to pull from the Chart Template area because chart templates are so versatile. It gives you the ability to then build that template for example, in your chart templates as a staff member who might not have access to the intake forms and then have someone who has access come into Jane, put in the intake template and pull your template there.

  • The Chart Template Library [23:54]

The last area I want to explore is the Template library. And I just, I can’t say how much I love this area you guys. I keep saying how much I love everything but to be honest, like the Chart Template library, the reason I like it, is because it’s not only a database that we have, you know, shared for everyone, but the best part is that this is you guys. It’s actually the practitioners, the team, the users of Jane who have created these templates and chosen to share with everyone else. So thank you so much to everyone, you know, who’s chosen to share. So many new clinics have benefited from this feature and really do appreciate it. You can see that we’re just boarding over 20,000. You guys I’ve seen this jump from a different number each month, like 16, then 17, and so we do know and want to acknowledge that right now it is a little bit of a slower load, but we are definitely working on that. You guys really exciting. You will see a change in the near future just with the speed and accessibility of this area. So just want to call that out because we do know that yes, it is a bit of a slow load but we are working on the infrastructure.

Ali: It’s really close to being launched, the new Template Library rebuild. We didn’t expect there to be 20,000 templates in there when we first and everyone in the community is being so generous with their work. I’m sure many of you have your templates in there. So just remember to use the search because we also did not realize there would be 20,000 templates. That’s a lot of chart templates.

Kiki: Yeah, exactly, exactly. And thank you so much, Allie ‘cause that search box is perfect, especially if you’re looking for maybe a more unique form, like an Oswestry form. Can I spell it? No, but I’m sure you guys can. So if you want to search it up, you can then pull it.

Ali: Kiki, that’s a great segue. There’s lots of questions about outcome measures and collecting for and collecting those kinds of clinical and for that clinical information from patients or clients. So we will be touching on that. Mark, I think you’re going to touch on that a little bit later near the end, but there’s lots of very cool stuff in development around patient reported outcome measures including scoring, self-scoring templates. So that’s going to be very cool. Make sure you read all of our newsletters so that you know when new things come out like that. So that’s little, little secret. I don’t even think I’m supposed to tell anybody.

Kiki: Hey, that’s the fun part about coming to the webinars. You might learn a new thing or you might leave with some new news. And so just to wrap up the area of the Chart Template Library you got, so what we could do is go ahead and select, you know for example, this area is first organized by discipline. So you could select chiropractic for example and be able to preview the existing templates on the left. These do include both intakes and chart templates. You just want to make sure to of preview them by selecting on an example, and then seeing on the right hand side, the list or the preview of the actual template. That way you can look inside and say, okay, I do want to use this example and you can see that there, how many people are using it. So for example, there’s 2,370 using this one, and it was created six years ago. So you can also see that the time there too. That way if I want to add this template into my questionnaire, I can then hit this add button and then make it a part of my intake. And what’s nice is that this is a hundred percent customizable everyone. Like you can grab a template and then change the language, add items, add items. It allows you to then, you know, really get unique with your forms there. So I’m going to jump back into just the Questionnaire section here and that really does wrap us up to the ways you can build out your questionnaire area. And so again, just tying it back to what Mark said at the very beginning, if you guys do have more unique questions or workflows you’d like to talk more about, we’re always here as a support team to give you a hand one-on-one with that too.

The Consents Tab [27:48]

The last tab I want to explore is the Consents and the consents is how you can go ahead and not only require or gain a signature from your patients and clients, but you can also use this as any way to gain a consent. So again, I keep saying it, but really just, you know, using intake forms not only as an intake form for a general health history allows you to use the Consents fields to require or retrieve any consent you need. So the first toggle you’ll see here is this Require Consent. So if I give this a click and I toggle it on, then Jane will actually allow the patient or client to digitally draw their signature or type out an electronic signature. So that way you’re actually retrieving a version of their signature from them. You can only put one individual signature into each intake form you build. So if you need, you know, an additional signature or maybe a parental or guardian signature, you can create another form as an intake that then allows for that parent or guardian to sign off on a like, you know, consent form of sorts. Scrolling down below, you’ll see that there are some base consents we provide. So things like the accuracy of information, privacy and sharing of information and the cancellation policy. And these are the starting points especially for a general intake. But if you’re using this maybe for like a multidisciplinary form or as a consent form, you can actually remove any of the consents you don’t need and add any consents that are more relevant to the form you’re building. So if I hit add consent, for example, I can go ahead and put the name. And so there might actually be cases where you have like a provincial or state law you want people to consent to so definitely spelled that wrong, I’m so sorry, but that will then allow you the ability to maybe have people agree to that consent and you have that kept for you. You can then put in the text box, you know, an introduction or just kind of what they’re actually going to be consenting to. So, hey, there’s this privacy information specifically I need you to agree to. And the declaration is then going to be the checkbox they actually tick off to then say, I agree, or I consent to, or I understand. Any language that feels right for that consent. The Disagree Option, that can be left blank if it’s mandatory for you to retrieve consent from the patient upon arrival. Otherwise, if they have the option to agree or disagree, you can enter text there here too. And so that takes us to the end of building out your consents and the entire intake form. So we’ve gone ahead and built out all the pieces to an intake and so when I got this all set up, I can then go ahead and select Save Intake Form. And I now have that completed. So Jane will then bring me back to the list of available intake forms that I have.

Previewing your Intake Forms [30:41]

And if I like, just as Mark did at the very beginning, I can preview any form that I’ve created. So we’ve created this mini consent to treat for example, where if I preview it, I can then see what the patient or client’s going to see when they get that form. And so what we’ve done is in this Consent to Treat form is got rid of all the profile fields. The first, last name and email address will be pulled actually into the form if they already have a profile. And because we’ve left the questionnaire section blank, we just want this to be used as a consent, the only thing you’ll see here is just the consent area. So then people can go ahead and sign on and acknowledge that consent and complete the digital signature at the bottom.

Duplicating an Intake Form [31:25]

The last thing I wanted to explore about the intake form area as well is this Duplicate button and what it does is actually takes everything you’ve just done in building that form and creates another copy of it. That way if I wanted to duplicate this, I can give it a click and change it to maybe my chiropractic form or maybe this is for my physical therapist. It allows me to then take the same pieces and the building blocks of my previous form and then use it for other reasons and then edit it accordingly. So that’s the full area of building the form what it’s like to build one and just kind of reviewing the pieces that work with that. I’d love to pass it back to Mark. He’s going to show us some more information on manually sending intake forms

Hot Tip: set your form to Send Manually while building it 😉 [32:12]

Mark: For sure, for sure. Sweet guys, hope we’re doing okay. Lots of information there on building out the intake form and yeah, like Kiki said, we talked about the whole building, how it’s sent automatically. I do just want to show you guys what it’s like to send an intake form manually. ‘Cause I know we were talking about that a bit as well.

Ali: Hey Mark, just before you leave that area, Sarah has a good point here that when you’re working on it, it will start sending right away unless you don’t make it, unless you mark it as inactive. Do you want to just show where on that form when you’re building it out, if you just click on any of them.

Mark: Yeah, for sure.

Ali: You can make it send manually while you’re building it just so that it doesn’t start being sent out before you’re really like happy and that it’s ready to go and then flip it to send automatically. So maybe leave that as the last field that you flip on if you want them to send that automatically. Sarah I assume there’s a story involved in that, in that tip that you’ve just told everyone. So thanks for sharing that.

Mark: That’s actually, no, that’s a really good tip Sarah. And I think maybe even just worth expanding on that, we went through all five of those tabs. You don’t have to complete this in one sitting. So if you have like quite a bit of questionnaires or consents that you need to add, at any point, say you get through one or two tabs, you can save the intake form but exactly like Sarah and Allie was touching on, you’re going to want to set it as manually especially if the form is not complete yet, so that say a new patient does come onto the online booking site and book an appointment, they’re not going to get a half finished questionnaire. So yeah, I can imagine some funny but unfortunate circumstances with that. So yeah, really good tip. Set it to send manually if it’s not complete yet.

Ali: Yeah, and if you, and to preview any of your forms, do you want to just show, you did that right at the beginning, but it’s on the, in the main intake form area. You can preview any of your forms and how they’re going to display to patients or clients along the side there.

Mark: You got it.

Kiki: And that helps so you don’t have to like, practice ending it to yourself, then you have this, you having to complete your own intake. Previewing it is actually going to give you the exact demonstration of what it looks like for the user who’s going to complete it.

Mark: Yeah, some helpful tips there.

Ali: Yeah, we will say that we see people trying to test this by creating like fake profiles and it actually doesn’t work very well because you have a staff profile and a patient profile and your browser remembers different things and then it’s really messes it up. So use the preview instead of trying to send yourself forms. That would, that would work a lot better.

Mark: Definitely, so some hot tips there. Use the preview instead of sending it to a test client. Set it to being sent manually if you’re not quite done, but yeah, you don’t have to finish it all in one step. You can definitely save it and just leave it there until you’re ready to come back and finish it.

Ali: Yeah, lots of people are saying we should have it set to manually as a default. That’s good feedback.

Mark- The Patient Profile and Intake Forms [35:05]

That’s good feedback. Yeah for sure, perfect guys. Onto the patient profile. So I do have a new patient profile set up here that we’re going to use as a little demo or demonstration. Notice here, little wink, wink, nudge, nudge. There’s not really any patient demographic information in the profile at this moment. Keep your eye on that as that might change after we fill out an intake form.

Manually sending Intake Forms [35:24]

So on the front page of a client profile, you’re going to be able to scroll down here on the right and see an Online Intake Form section where you’re going to have two options. You can email, clicking this email option gives you a drop down of all the intake forms that you have set up in your settings. To manually trigger intake form, this is how it’s done. So you just come to this email option, find the intake form label that you’ve created and click send now. Optionally, you can also click the add message, which adds a little customized message at the top or the header of the intake form when sending it manually. For those of you guys who’ve been using the clinical surveys feature to send COVID screening forms and gathering that sort of information prior to your clients coming in for in-person treatments, if you want to set up a COVID screening type form that you are able to send manually, this is a one option you could take advantage of the intake forms feature in the manual sending feature and manage it that way if you’d prefer. So just one option for you.

Filling out Intake Forms in person [36:24]

Say your client doesn’t fill out their intake form prior to coming in for their session or maybe they don’t have an email address, so of course they wouldn’t have gotten an email link to the intake form. There’s also this Fill Out button where if you give it a click, same thing, Jane will just drop down all of the current forms that you got set up in your settings. You’re going to be able to give one a click and then Jane just gives you two options so you can pass your device to the patient. So that’d be physically you handing them the tablet or kind of turning your desktop around for them to fill it out. It actually logs you out of your admin side of Jane so that the client who’s filling it out can’t just complete it and then all of a sudden have access to any personal health information in your Jane account. Or you’ve got this Continuous Staff Member option where then you’d then complete it on behalf of the client. So whatever option works best for you and your practice but you do have those options if the client comes in and doesn’t fill out an intake form, still no need to go to the printer and print one out. You can fill one out using that Fill Out option right within the client’s profile.

The Patient Experience [37:20]

Perfect, so what does it look like when a client actually receives this form via email and fills it out on their side? So again, wink, wink, nudge, nudge. This client profile does not have too much personal health information in it. Let’s see if we can change that. I’m going to pop over to my email where this is something that would be in your client’s inbox should they get an intake form sent to them manually. They just need to click the one button here, the Fill Out Intake Form, which will get them going on the steps to fill this out. So Jane will let them know which intake form they’re filling out. If you have multiple intake forms set up to be sent automatically Jane will actually combined the intake forms just for ease of use for your client. So I can hit continue here.

Ali: I think that was a really important point Mark. When, if you have multiple intake forms that a patient or a client is eligible for, they do get sent out as one. And what that means is that if you have a consent, I saw many of you were talking about consents for like a parental signature consent, that will just, it won’t be a separate form. It will be just included on one single form even if you have multiple intake forms created, does that make sense? It all comes as one email and one form.

Mark: That’s right and Jane would actually list it right here. So I’ve just sent myself sample, right? So one intake form, but Jane would actually list it after like a comma, like you were filling out intake form sample, parent consent, something like that, and combine it just for ease of use for the client. You got it.

Ali: You are right Suzanne. It is if they’re sent out at the same time. Obviously Jane would send them out as two separate emails if one was automatic and one you were sending manually and you sent them like two days apart, those would be sent separately. But if you have multiple automatic intake forms, they will all be bundled together.

Mark: You got it. Yeah, you got it. So I just got a short little list of patient information then that I’m being asked for. So client can fill that out. Once they’re done, the Profile Information section, they’re just going to hit continue and onto the Questionnaire section. So using my clinical expertise, I’ve added sample questions that I know will be relevant to all of your practices so here we go. Client would be able to come through the intake form questionnaire, fill it out, complete it. If anything is required.

Ali: Is there real patient data you’re filling out right now Mark? Your biceps are too strong and you sprained your ankle twice.

Mark: This is, this is actually, this is my personal information.

Ali: Your personal info you’re sharing with us, thank you.

Mark: Too strong and I’m too excited about intake forms and my ankles are okay I guess. Sprained twice, that’s not too much right. I feel like that’s normal for active people. Cool, so client fills out the Intake or Questionnaire part of the intake form. They click next. If you guys have transactional emails set up, right, like notifications or reminders, they’re just going to be able to customize their preferences around that if you’ve made it, or enabled it for the patient selectable option. And then they come down here to the consents. So they’ll be able to read through it, agree to each of the consents and then add their signature. So forgive me, but laptop and track pad, there we go. That’s not a bad signature. And then maybe the best part about online intake forms. They don’t need to print it. They don’t need to remember to send it back to you. They don’t need to email it back to you. They just click the submit button. We give them a little thumbs up letting them know that we’ve received their information. And then that all gets put back on the client profile on your side of Jane for you to have. So I’ll pass it back over to Kiki to explain where that profile information ends up.

Kiki- Why existing forms can’t be uploaded into Jane [40:52]

Yeah, and one thing before we jump into talking more about where that information goes, I just wanted to segue for a moment to talk about building your intake for just a second because I forgot one part I wanted to talk about. And that was just, ‘cause we do frequently get asked, can you bring an existing template from outside of Jane into Jane? And you can’t do that only because of formatting. So Jane because all of those tools that you’re using to build your intake, do something in Jane, whether that’s building your profile you know, we’re going to explore this in just a moment, but because the intake purposely has actions that create reactions, taking something outside of Jane, won’t be able to format so smoothly. And Jane will have a hard time knowing what to do with that information. So when you’re building your intakes, you just want to recreate an existing one you have in its likeness, using Jane’s features.

Kiki- Where does all that info go? [41:42]

And so I want to explore that even more now to talk about you know, what those features do, but also you might be wondering, well, where does the intake, you know, how do I know it sent? how can I look at that information?

The Messages Tab [41:55]

And that’s going to start with the Patient’s Messages tab. So though, as Ali mentioned, we don’t have notifications for intakes, if you check out the messages history for your patients or clients, this is going to actually provide you with a list of every email or SMS notification that went out. And so that gives you the ability to actually track you know, the sending of that form, but also to see have they opened that form. And so that way you can go ahead in the Messages tab and be able to see the intake form for example. Each batch has a meaning or a status of delivery. And so if you’ve ever wanted to know more about that, you could check out our Need Help button at the top here and explore our list of guides where this one’s called Message Logs. And this one talks more about that information, about delivery statuses but regarding it to intake specifically, it can tell you, you know, if they’ve opened the form. So for example, I can see this email here was delivered successfully which means it landed in their inbox, but the clicked badge means not only did they get it, it means they opened the email and they actually clicked that Fill Out Intake button. So that’s a good way for you to know, kind of get an idea of where they are or the success of the intake form sending there for you.

Patient Demographics [43:08]

So jumping back to the profile here, I then want to talk about what Jane’s intake form does. And when I go to the profile section, you’ll see, as Mark mentioned, there is now information for the patient’s profile. So the profile fields are going to then build out the patient demographics. And I’m talking about this in the same order I talked about building the intake too so you’ll see that anything that was put in a profile field actually gets built into their profile for you. So that’s how that information then gets translated.

Intake Forms as a Chart Entry [43:40]

And when it comes to the Questionnaire section, Jane does something with that too. So when people fill out their questionnaire, she’s going to store a copy of that intake entirely. But if you go to the chart area of the patient’s profile, Jane actually creates the questionnaire as a viewable entry. That way you can select it and you’re able to then preview the information. And so I can review the responses that Mark gave me and either, you know, just taking and acknowledging that information or I can even work off of this information. So what Mark sent to me, I can actually go ahead and hit this drop down arrow to the right and select the duplicate option just like you might be doing for your chart entries. And that gives me the ability to now have Mark’s intake form where I can edit it. So Mark originally wrote too strong, I’m going to give him a five, but maybe his ankles aren’t as bad as he said. So this allows me to maybe recreate the original form, and in addition to that, it gives me the ability to now start an existing entry related to that. So I can then hit this familiar grid icon at the bottom and I’m able to start building out a chart entry on top of Mark’s responses or pull from an existing chart template that I have. And with our newest signature widget, you can add multiple signatures in your chart entry. That way if you do need to gain, you know, if you’re a supervising clinic and you and your intern or team need to sign off, or you want to gain additional signature in that entry, you can press the signature widget for example and have multiple signatures in your chart entry now too. That way you can then, not as good as Mark here, but then have that signed off on as well in the chart template itself or that chart entry, I should say. So now that I have this completed here, that’s what it looks like for the Questionnaire section. When people fill that out, it built it out in a chart entry for yourself.

Where the Consents go [45:40]

The last area is the consents. So you might’ve noticed when I viewed that questionnaire, that there wasn’t any consent information, and that’s okay because Jane’s going to actually put that somewhere else. This is intentional in this area so that you can work off of the information your patient or client submitted. So if I go back to the profile now, I can actually see Mark’s fully complete intake form, including the consents and the signature just by selecting the text in blue and seeing all the information Mark put. So the profile fields, the questionnaire, and the consents and signature, and this is also what patients and clients can see on their patient portal too when viewing their completed intake forms. So I’ll just head back to close that tab there. Bring us back to the main page.

Ali: Kiki, before you do, do you want to go back to start for a sec? I had, there was some questions about keeping the intake form more visible for people because it is one of those, it’s one of those things we go back to, especially if you’re in a multidisciplinary or you’re working with other practitioners. So I don’t know if people know about starring or pinning. I was just wondering if we could just do a quick demo of how you could star the intake form which will keep it always at the top of your chart in case you don’t know, you can take it out of order.

Kiki: Yeah, absolutely and that’s such a good point. So you can go ahead and select the star icon. And what that does is that it pins that entry, whether it’s your intake or your chart entry, and it gives the ability for you to then be able to easier track that information.

Ali: Yeah, I don’t, someone was asking about keeping it more accessible. So definitely, even if you have pages and pages of chart entries, you can always pin onto the very top and then you can just you can unstar it at any time if you don’t need them anymore.

Kiki: Yeah, exactly. And then that also allows you to, you guys can also use the search box. That gives the ability to then actually search your intake by name. So if you had, let’s say like a parental consent, or shouldn’t say parental consent per se, but maybe like your chiropractic form and that’s the name of it, you can then type that in the search box and that will also help you search through your many entries you have there.

Ali: Thank you.

The End! [48:00]

Kiki: Yeah and so that does bring us to the end of the webinar, everyone. So just want to say thank you so much for joining us on Saturday morning and really just getting to know more about the intakes. It was so lovely to virtually meet everyone. And so if you do have questions, don’t hesitate to stick around, chat them out in the chat box or the Q and A box there, but otherwise you guys are welcome to head out and enjoy the rest of your weekend.

Ali: There were so many great questions in the chat and we were trying to answer them as we went along and there’s still 48 unanswered Q, and A questions as well. So a lot of people are asking about whether we can export the Q and A and the chat, which we will turn them into a blog so that you can return to them after if you missed any of this great information. I know we missed a lot of your questions. So also feel free to send us an email at support@janenapp.com. And I did want to just mention mental health practitioners. There’s a lot of you on here. A lot of people talk, asking about patient reported outcome measures and collecting clinical information that needs to be you know, it needs to be tracked over time and sent out before every visit. That’s all very much in the works. We had a huge spike in mental health practitioners jumping into Jane with the pandemic as a lots of people moved online probably before they really expected to. And so lots and lots of features are in the works that will benefit everybody that but also that are quite specifically intended to make Jane a little bit more friendly for mental health practitioners. So if you are a mental health practitioner and want to give us some feedback, we’re working on a better couples and family booking and payments and like so many, just so many things. So we’d love to hear your feedback on where you are finding Jane doesn’t feel like it’s for you if you’re a mental health practitioner because our goal is always that it doesn’t matter who you are, working with Jane should feel like it was designed for you. And that’s why there’s so much customization. So yeah, really excited to keep working with the mental health practitioners and all of our practitioners. We’re always doing, we call them candy features that make everybody happy as well as trying to make Jane better for each of our specific verticals of practitioners because you all have very specific and unique and lovely needs, which we like to try and solve for you. So thank you for, thank you for coming today. It’s always a pleasure to spend time with you. Thank you, Mark and Kiki, that was a lot of work that went into this. Everyone tell them what a great job they did. They did so great, really proud of them. You did really, well done everybody. I hope, and if you don’t, if you haven’t talked to them on the phone before or emailed in, Mark and Kiki are always around to help you out with your questions. Your feedback has been wonderful. I have some good notes from this and I’m excited to continue to make things easier and better for everybody. So thanks for being part of the Jane community. I always think that we’re one big team because we want Jane to work perfectly and you want Jane to work perfectly. So I really appreciate everyone’s feedback and you know, just being on this Jane journey with us. We’re really loving it. We have the best people to work with. So have a wonderful weekend, go out and do something. What are we allowed to do? We can go for walks. We can go for walks everybody. Go for some hikes, I think. That would be wonderful. That’s what I’m going to do. Take your dog out if you’ve got a pandemic puppy like I did and stay tuned. Go for a bike ride just apart, but together.

Kiki: I’ll be walking to get coffee. So everyone else who needs that morning cup.

Ali: Kiki didn’t have her coffee yet. Okay, everybody so nice to see you.

Mark: Thanks for joining guys.

Kiki: Thanks.

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