With the Grow EHR, you can automatically send an intake form to every client for completion as soon as they schedule an intake session. You also have the option to send these forms to clients at any time or assist them in filling them out during a session.
🌟 TIP: For more information on managing your Measurement Informed Care (MIC) assessment settings, please refer to this article on managing recurring measures and check-ins.
Manage your intake form settings
To update your intake form settings, follow these steps:
Select your name in the bottom left corner, and click Settings.
Next, select Client check-in under the "Appointments" header.
Select Yes or No to indicate whether you'd like intake forms for new clients to be sent automatically.
Ensure that you scroll down and select the Save changes button to ensure your selection(s) apply to future clients. If the intake paperwork is not completed before the session, a client's scheduled appointments will not be canceled.
Note: Please do not cancel new client therapy appointments solely because the intake paperwork was not completed before the session. Instead, complete the initial assessment during the first session to determine if the client is suitable for your practice and for telehealth.
If intake forms remain incomplete before a session, consider using the Provider Portal to resend reminders or communicate with the client directly to resolve the issue. Alternatively, intake forms can be completed collaboratively during the session, which ensures the session remains productive even with paperwork delays.
View completed form entries
Once the client has filled out the form or you have done it on their behalf, you will see that the response has been recorded on their profile.
Select the desired questionnaire to view its results. You will see a list of completion dates if multiple versions have been submitted. In this case, select the desired version.
Manually send the intake form or safety plan to clients
You can manually send intake forms or the safety plan directly from the client's record. To do so:
Select Clients from the sidebar navigation.
Search for the desired client and select their name to bring up their profile.
Below the client's name, select the Forms & Files tab.
Locate the desired form(s). If the client has never completed the form, select the three-dot menu on the same line and click the Send to Client option from the dropdown menu. This action will send the desired form to the client, and you will be notified upon completion.
If you send multiple forms to the client, they will see a progress tracker at the top of the window, indicating the number of forms included.
Complete forms during a session
You can complete the intake forms, the safety plan, and other measures with a client during the session if needed.
Complete forms using Grow Telehealth
If your client has not completed the requested forms or measures prior to a session, you can complete them with the client within the meeting room.
To complete forms with the client while in session:
Join your Grow Therapy meeting room and admit the client.
Select the Client Information
button from the telehealth toolbar. The pop-out sidebar will display the associated client's information, between-session activity, measures, forms, and appointment options.
Complete forms via the client chart
To complete forms while the client's chart is open:
Select Clients from the sidebar navigation.
Search for the desired client and select their name to bring up their profile.
Below the client's name, select the Forms & Files tab.
Locate the desired form(s). If the client has never completed the form, select the three-dot menu on the far right of that line and choose the Fill out for client option from the dropdown menu.
Request or complete updated forms
If a client has previously completed a form, such as the Intake or Safety Plan, the most recent completion date will be displayed under the form's description. If you'd like the client to fill out an updated form to capture more current and relevant information, you can send an additional copy from their profile or complete it during an appointment.
To request or complete an updated form:
Navigate to the client's profile
Toggle to the Forms & Files tab and select the desired form.
In the pop-up menu, select Manually send or Fill out for client.
