Sometimes, a client’s information changes between visits, such as a new medication, a recent surgery, or a change in symptoms. Update or treatment forms are a great way to collect this kind of information ahead of an appointment 📝.
In this guide, we’ll walk through how to use Jane’s Intake Form feature to assign update forms to clients, how to send them automatically, and what to consider when creating one.
💡 Just getting started with Intake Forms? Check out our Intake Forms guide for a full walkthrough of setup and tips. This guide focuses on using Intake Forms to update client information between visits. If you’re looking to collect consent, head over to our Consent Forms guide.
When to Use an Update Form
Here are some common situations where a clinic might want to send an update form:
- To collect a quick health status update from a returning client
- To confirm if anything has changed before a treatment series resumes
- To review a client’s progress since their last visit
- To update intake details on a regular schedule (e.g. every 6 or 12 months)
Creating Your Update Form
Update forms are built using Jane’s Intake Form feature. You can start from a blank template or duplicate an existing form to customize it for treatment updates.
To create a new Intake Form:
- Navigate to Settings > Forms & Surveys.
- Click View Forms under the Intake Forms section.
- Select New Intake Form to begin building your form.
Within the form builder, you’ll find several tabs to configure different aspects of your form:
- General: Name your form (e.g., “Chiropractic Treatment Update” or “Annual Acupuncture Check-in”) and set its delivery method, either automatically upon booking or manually.
- Questionnaires: Add questions to gather information such as general health updates, medication changes, progress toward treatment goals, and any new concerns. This section will likely make up the bulk of your update form.
- Consents: Include any necessary consent language and, if required, enable the Require Signature option to capture the client’s acknowledgment.
For a more detailed walkthrough of each tab and additional customization options, feel free to check out our step-by-step guide on Intake Forms.
💙 Jane Tip: Keep your update forms concise to encourage completion and avoid repeating information already on file.
Assigning Update Forms to Clients
There are three main ways to manage update forms in Jane:
Send Manually
If you’d like to manually send an update form directly to a client, you can do that anytime from their profile.
Just head to the client’s profile, and in the Online Intake Forms section, click Email. You’ll be able to choose the form you want to send from the dropdown menu, and if you’d like, you can add a custom message to personalize the email before it goes out.
This is a great option if you want the client to fill out the form ahead of time, or if you’re following up after a visit and need to gather a bit more information.
Send Automatically
When creating or editing your form, you’ll first want to ensure it is set to Automatically prompt clients who have not completed the form, so that it is triggered when an applicable appointment set in the Appointment Type tab is booked.
Valid For
You can also set how long the form remains valid using the Valid For setting. If the form only needs to be completed once, choose Forever. To have patients complete it periodically, for example, once a year, set the validity to 1 year. Jane will automatically prompt the patient to refill the form when that time has passed and they book their next appointment.
This is especially useful for periodic updates, like an annual review form.
Resend Form to All New Bookings as of this Date
If you’ve recently made changes to your update form, like adding new questions or sections, and want clients to complete the updated version, you can use the Resend Form to All New Bookings as of This Date setting.
This is helpful if some patients have already filled out the previous version and wouldn’t normally be prompted again based on the form’s validity period.
By setting this date to today, for example, Jane will prompt the updated form for all patients at their next eligible appointment, even if they recently completed a prior version.
You’ll find this setting under Advanced Settings at the bottom of the General tab when editing the intake form.
Fill Out In Person
If a client prefers (or needs) to complete their form at the clinic, you can set that up right from their profile.
Head to the client’s profile, and in the Online Intake Forms section, click Fill Out and then select the form you want them to complete. From there, you’ll have two options:
- Continue as Staff Member if you’re filling out the form on their behalf.
- Pass Device to Patient if they’ll be completing it themselves.
Choosing Pass Device to Patient will lock the administrative side of Jane while the client fills out their form. This keeps any confidential info secure and ensures they can’t accidentally click into something they shouldn’t. Once they’re done, Jane will prompt staff to re-enter their password to unlock the account and return to admin mode.
That’s a wrap!
And there you have it, a handy overview of how to use Intake Forms to keep your client info fresh and up to date. Whether you’re sending forms ahead of time, collecting updates in person, or setting things to run on autopilot, you’ve got options that work for your workflow.
If you ever get stuck or just want a second set of eyes, our support team is always just a message away. We’re here to help!
Now go forth and collect those updates like the admin superstar you are. 💫