Overview

Tired of doing data entry during your client meetings? We can help.

Our Intake Form is a secure, consumer-friendly 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: Email the Intake link to your clients.

They enter the form: clients see 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: Any updates they make sync to your contact profile 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

Navigate to Intake Form

Navigate to the contact profile for the client or lead you'd like to send to.
Scroll to the Intake Form section of their profile.

Send the form

Click the “Send intake” button.
If the client has no birth date on their record, you'll enter it here.
Press the button to send the email.

Client receives email

The client receives an email with a link to their personal Intake Form.
Each link lasts 15 days from the original send.

Track the Intake 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 with a link to the client's profile.

Client’s experience

Email

When you send the form, the client receives an email which explains what they're being asking to do.
This email is sent with your name, company, and contact info 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

On the next few steps, 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 the a Scope of Appointment.
Upon reaching this page, you'll get an email notification.
Even if clients don’t finish, any updates made on previous pages will be saved.

Scope of Appointment

When they proceed from the Almost Done page they'll enter the standard Scope of Appointment flow, which is documented here. Completing the Scope ensures you're ready to have a compliant sales meeting.

Test-driving this feature

You can test-drive this feature by sending an Intake link to your own email address – but with a warning: If you do, open the link in a different browser or an incognito window. Opening the Intake link in the same browser used for your HealthSherpa Medicare account may cause page loading errors, which can only be resolved by clearing your browser's cache and cookies for HealthSherpa.com.

Upcoming Intake features

We plan to launch these additional capabilities to the Intake form soon:

Send in bulk
- Email Intake forms to multiple clients or leads at once. Each client receives their unique Intake link.
New leads link
- 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.

Frequently asked questions

Q: Does the link ever expire?
A: 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?
A: 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?
A: Because it’s used to verify their identity when they open the link, ensuring secure access to personal data.