Overview
Tired of doing data entry during your client meetings? We can help.
Our Intake Form is a simple, secure way to let your Medicare clients review and update their own personal info, drugs, pharmacies, and provider lists.
Any updates they make automatically save to their contact profile in your HealthSherpa Medicare account.
This saves you time spent updating this information during your client meeting, so that you can focus more on plan guidance and enrollment, rather than data entry.
You send a link: Send an Intake link to one client, or in bulk to many.
They enter the form: clients enter a simple, mobile-friendly form flow.
New clients fill it out: New clients coming through your intake flow fill out the form from scratch, which will create a new contact record in your dashboard.
Existing clients review & update: Clients see any info you've added to their contact profile – details, drugs, providers, etc – and they can make updates.
Updates auto-sync: Updates they make sync to your contact record for them.
SOA baked in: The form ends with our Scope of Appointment (SOA) form.
You get notified: You get an email when a client completes their form.
Sending & tracking Intake Forms
Using your public intake link
On the Marketing tab in your account, you'll find your public Intake link. This is a universal entry point for clients – new or existing. This means it's perfect for marketing and lead generation. Drop it on your home page, social media, email signatures, etc.
If a new lead (who does not exist in your account) enters the intake form, they'll fill it out from scratch. When they're done, a new contact record will be created in your account.
We recommend using the method below to send links to existing contacts, but the public link does work for them too – if they do match an existing contact (same name + birth date), we don’t show them the form right away. Instead, we email them a personalized link, so they can review and update what you have on record for them.
Sending directly to existing clients
Aside from the public link, you can send intakes to existing clients in a two ways:
Send to an individual client
Navigate to the contact profile for the client or lead.
Scroll to the Intake Form section.
Click Send intake.
Click to send via text message or via email.
Send to many clients in bulk
Navigate to your Client List or Lead List.
Select all contacts using the top checkbox, or pick contacts one by one.
Click the Send intake button that appears at the top of the list.
Review the pop-up, then send via email.
Note: we automatically exclude contacts who are missing an email or birth date.
Client receives link
The client receives an email or text message with a link to their personal Intake Form (see below).
Each link expires after 15 days from sending.
Track the form
When you send the link, you’ll see a new Intake record with status “Sent.”
Or if the client starts on their own, using the public link, you'll see their intake record appear when they complete it.
When the client completes the form, the status updates to “Completed,” and you receive an email notification.
Client’s experience
When you send the form, the client receives an email or text that explains what they’re being asked to do.
You can also customize the email message here when you send it.
The email sender shows as your name – and your name, company, and contact info appear in the signature.
Or if you send us a text, it will use your name as shown:
Intro page
After clicking the link, they start on an intro page, explaining what this is for, with your name clearly identified as the agent.
This page asks for their date of birth, to confirm their identity. This birth date must match what you have entered for them.
If accessing the form via the public intake link, it will also ask for first name and last name.
Personal details
Clients see the personal details you have on record for them (name, address, Medicare ID, etc.) and can update as needed.
Any updates they make will automatically update your record.
Drugs, Pharmacies, Providers
The client will see a list of any drugs, pharmacies, or providers you've entered on their record. If they add, edit, or delete from these lists, your record updates automatically.
Almost done
Clients see a page prompting them to complete a Scope of Appointment.
Upon reaching this page, you'll get an email notification.
If a client exits before completing the form, any changes made up to that point are still saved to your records.
Scope of Appointment
After the Almost Done page the client enters the standard Scope of Appointment flow, as documented here. This ensures your meeting is CMS-compliant.
Upcoming Intake features
We'll be launching these additional capabilities to the Intake form soon:
Customize the message that's sent with the link.
Additional questions on the form.
What else should we add to Intake forms? Share your feedback.
Frequently asked questions
Q: Can I send the link to myself?
You can’t send the Intake Form to your own email. Opening it in the same browser where you're logged into your agent account can cause technical issues that require clearing your cache and cookies. Instead, use the screenshots and documentation above to see what the client experience looks like. Or send it to yourself but open it in a different browser.
Q: Am I notified when they complete the form?
Yes, you'll get an email notification when they complete the Intake portion and if they complete the SOA portion too
Q: What happens if the client doesn't finish the form?
Any changes they make are saved automatically, even if they don’t submit the full form.
Q: Does the link ever expire?
The public intake link never expires. The link sent to existing contacts expires 15 days after you first send it. You can resend a new link anytime.
Q: Can the client change their entries once the form is completed?
After submission, the client’s link will show a “You’re all set” page. If more edits are needed, send a new Intake link.
Q: Why do I need the client’s DOB to send the form?
Because it’s used to verify their identity when they open the link, ensuring secure access to personal data.
Q: Is this form mobile-friendly?
Yes, it’s designed to work well on smartphones and tablets.
Q: Can I see what my client changed?
Not yet – we don’t currently show a change log, just the updated info on their contact record. But this is a feature we may add soon.
What do you think?
If you have feedback on this feature or any others, let us know here.
Got questions? Contact support
Call (855) 521-4984 or email medicare-agents@healthsherpa.com with questions.
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