Overview

Tired of doing data entry during 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 your clients make save to their contact profile in your account.

This means you can spend less time doing data entry during your client meetings.

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 existing info on contact record – details, drugs, providers, etc – and they can make updates to it.

Updates auto-sync: Any updates a client makes will sync to their contact record.

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 all clients, new or existing. The Public link is perfect for marketing or lead generation – drop it on your home page, social media, email signature, etc.

Public Intake link duplication criteria

The Public Link first asks the client to enter their name and date of birth.

If a name/DOB match is not found in your Contact records, a new Contact will be created, and the client fills out a blank Intake form, from scratch

If a name/DOB match is found in your Contact records, they will then be emailed or text messaged their Personal link, so they can review and update what you have on record for them. Learn more in the FAQ below.

Sending Personal Intake links

Separate from the Public link, you can send a Personal Intake link to existing contacts in 2 different ways:

Send to an individual contact

Navigate to their contact profile
Scroll to the Intake Form section.
Click Send intake.
Click to send via text message, email, or copy a direct link.

Send to many contacts in bulk

Navigate to your Contacts tab
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.

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 90 days from sending.

Track the form

You can track Intake progress on your Contact records:

When you send a Personal 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 begin it.
When the client completes the form, the status updates to “Completed,” and you receive an email notification.
On your Contacts tab, you'll see a column with Intake status displayed.
On our Export, you'll also see a column with Intake status displayed.

See what changed

When a client submits an Intake form, any updates they make are recorded in the Activity Log at the bottom of their Contact record. Entries from Intake will show “Intake user” in the Who column.

You can use this to review exactly what the client updated, confirm accuracy, and resolve any questions or disputes down the line.

Client’s experience

Email

When you send the personal intake, 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.

Languages

Client-facing pages like SOAs (and Intakes and shared quotes) will appear in Spanish if you've set the client’s language to Spanish on their Contact profile. If no language is set there, but their browser settings are set to Spanish, they'll see these pages in Spanish. To see a preview, add &lang=es to the end of any shared URL.

⚠️ Important: sharing your public link

Your public Intake URL will look like this, but with your name at the end:

https://medicare.healthsherpa.com/intake/john-doe

⬆️ Only share that short version of the URL

Don't share the much longer URL that it becomes when you enter the Intake flow. Sharing that long link out will load a 404 error page.

Frequently asked questions

Q: What happens if an existing client enters the Public Intake link?

The Public link asks for first name, last name, birth date. If we find you have an existing record with a matching first name, last name, and birth date, we'll email or text message them a link to their Personal Intake link. This avoids creating duplicates and ensures personal data is kept secure. If they have a email and phone number on record, it will email them the link, and give them the option to text message it. If they have just a phone or just an email, we'll send just to the one. If they have multiple phone numbers on file, we'll use the one marked "Cell."

Q: Can I send the link to myself?
You can’t send the Intake Form to your own email. And if you open an intake link in the same browser where you're logged in as an agent, you'll be automatically logged out. 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/device.

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 finish the intake.

Q: Does the link ever expire?
The public intake link never expires. The link sent to existing contacts expires 90 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?
Yes, they can re-enter the intake form and make new changes.

Q: Why do I need the client’s DOB to send the Personal Intake link?
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: I tried to bulk send, but it says that some will be excluded, why?

We exclude anyone from a bulk send if they're missing an email, or missing a birth date, or if they've received an intake in the last hour. We also don't let you send to contacts that aren't yours (which you may have visibility to if you're an Agency Admin or have Full Book access). To see which particular clients are missing an email or birth date, do an Export.

Q: Can I send different intake links to the same email?

Yes – for instance for spouses who share an email.

Q: Does the client need to log into the form?

No, your clients don't need to log in to access the intake form. For personal Intake links, the client will need to enter their date of birth to get in.