Who this is for: All Barti users.
Before you start, you'll need:
An intake message template set up in your Communication Center (if you don't have one yet, create it there before following the steps below)
Intake Form - Video Walkthrough (1 minute)
Option 1: Schedule the intake as an appointment reminder (recommended)
Use this option when the appointment is scheduled more than 1–3 days out.
Open the appointment from the Calendar or Home Screen.
Click the three-dot menu on the appointment and select More Options.
Click Add a Reminder.
Set the reminder for 1–3 days before the appointment.
Select your Intake message template.
Save the reminder.
The intake form will be sent automatically at the scheduled time.
Option 2: Send the intake instantly from the patient profile
Use this option when the appointment was scheduled within 1–3 days and the automatic reminder won't send in time.
Open the patient's profile.
Navigate to the Messages tab.
Select your Intake message template.
Send the message.
The patient will receive a text with a link to the intake form immediately.
Option 3: Complete the intake in-office
If the patient arrives without completing the intake digitally, use one of these approaches:
Patient's phone — Text the intake link directly to the patient so they can complete it on their own device.
Practice iPad — Have the patient complete the form on a shared device.
Verbal — Staff can go through the intake questions verbally and enter responses on the patient's behalf.
Paper copy — Keep printed intake forms available as a backup.
What you'll see when it works
Under Patients > Forms you'll see all Intake Forms that have been submitted. If the status is Pending, then the form needs to be linked and marked as reviewed - then the status will change to Reviewed. The red notification badge next to Forms will tell you how many forms are Pending and require review.
Troubleshooting
I don't have an intake message template — how do I create one?
Intake templates are created in the Communication Center. Follow Communication > Templates; then click New Template. Note** - during Implementation we normally create an intake template for you so it SHOULD already exist.
The patient scheduled within the next day — which option should I use?
Use Option 2 (send instantly from the patient profile) so the patient receives the form right away rather than waiting for a scheduled reminder.
What if the patient can't complete the intake digitally at all?
Use a paper copy or have staff complete it verbally during check-in (Option 3 above). Keep in mind a paper version would need to be uploaded or scanned into the Files section of the patient profile once completed.