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.
They 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
1. Send the form
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 the 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.
Note: we automatically exclude contacts who are missing an email or birth date.
2. Client receives email
The client receives an email with a link to their personal Intake Form (see below).
Each link expires after 15 days from sending.
3. Track the form
When you send the link, you’ll see a new Intake record with status “Sent.”
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 that explains what they’re being asked to do.
This email sender shows as your name – and your name, company, and contact info appear in the signature.
Intro page
They start off with 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.
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:
New leads link (Launching early July)
A publicly shareable Intake form link for capturing new leads that aren't yet added to your HealthSherpa Medicare account. Completed forms automatically create new client records. Perfect for use on your website or social media.
Text the link (Launching in July)
In addition to emailing, we'll give you the option to send the link via text message too, just like we do for our SOA links now.
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.
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?
Yes, the client’s secure link 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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