Request Client Intake by Email

Overview

The client intake requests allow you to send a request for client intake information through e-mail.  You simply send a request through the request form in Therabill by supplying a name and e-mail address.  Therabill will then send an e-mail requesting that the recipient follow a link to a secure online form where they can enter their patient demographic and insurance information.  Once they submit the information, their information becomes a pending client intake in your Therabill account.  You can then quickly and easily load the pending client intake information into the add client form of Therabill to create the new client in your Therabill account.

For example, a potential new patient calls you on the phone and requests an appointment.  On the phone, you ask them their name and e-mail (that is all that is needed for the client intake request).  You then let them know that they will be receiving an e-mail with a link in it to fill out an intake form.  They receive the e-mail and fill out the form before their first visit.  You can then add them as a client in your Therabill account.  When they come to their first visit, you will already have all of their demographic information on file.

The Request Client Intake feature is a value-added service for Therabill members. This feature will have an additional cost, please see: Monthly Invoicing Add-On Pricing.

How to Send a Client Intake Request.

1. Select the Clients menu in the top navigation bar of Therabill.
2. To the right of your client list, select Send Intake.
   
   
   
   
3. From the Send an Intake form, enter the Patient's (or Recipient's) Name and Email.  You can also change the default message that will be sent in the email to the recipient.
   
   
   
4. Once you have entered the recipient's name, email, and message, click the green Send Intake Request button.
   
   
   
5. When you send an intake request, the recipient receives the following email.
   
   
   

• Email From: The email will come from the email address that you have on file under Admin in Therabill.
• Logo: If you have a logo under Admin in Therabill, the logo will be displayed in the header of the email. If you do not have a logo under Admin in Therabill, then there will be no logo image in the header.
• Header Name: Your business name will be displayed in the header of the email.  If you do not have a business name entered under Admin in Therabill, then your first and last name (under Admin in Therabill) will be displayed.
• The Link:  Automatic text is entered at the bottom of the e-mail instructing them to follow the link to securely send you their information.  The link leads them to a secure page on the Therabill server where they can enter their demographic and insurance information.
  

Underneath the Send Intake Form are Sent Intake Requests. In this area, you will view a list of requests that you have sent that the recipient has not yet responded to.  Each item shows the date that it was sent, the name of the recipient, the email address that it was sent to, and whether or not the recipient has viewed the form or not.

• Viewed: Means that they have followed the link within the email.  That is, they have viewed the client intake form but they have not yet filled it out and submitted it.
• Unviewed: Means that they have not yet followed the link within the email.

Note: It is impossible for Therabill to track whether or not they have opened and viewed the email that they received.

Recipient says that they have not received the email?

If the recipient says that they have not received the email then there are a few things you may need to consider:

1. Did you enter the correct email address?
2. Ask the recipient to check their spam folder.  If they find it in their spam folder, request that they change their spam filter settings to allow emails from your domain name (your email address that you have on file with Therabill under Admin).

Note:  Under the insurance information, they'll enter the name of their insurance company.  Later, when adding this client, the value that they enter for the insurance company name will be entered as the title of the insurance card in Therabill. You will need to edit the insurance card to select the insurance company in order to submit electronically.

View Pending Intakes

• From the Send Client Intake portal, click Pending intakes. The pending intakes list show all intakes that have been submitted by the recipient. That is, they received the request email and they filled out the intake form and submitted it.

• Each item in the list will show the date they submitted the form, the patient's name, the email address, and phone number that they supplied in the intake form. Each item has two icons associated with it. 

• • Green icon: Click this icon to send the information from the intake into the Add Client Form.
  • Red Icon: Click this icon to deny the intake. This will remove the intake information (permanently).

When the client submits the form, do they automatically become a client/patient in my Therabill account?

No, the client is not automatically created in your Therabill client list.  Once the recipient submits the form, the information they supplied will be sent to you.  You will receive an automatic item in your dashboard letting you know that you have public client intakes to confirm.

How will I know when a Recipient Submitted Information?

You will receive an automatic item in your To Do list on your dashboard in Therabill.  The To Do item will be labeled Public Client Intakes to Review as seen in the image above.  The to do item will have an icon (magnifying glass) that you can click on to open up the send client intake portal. Clicking the icon will open up the send client take portal to the Pending tab.

Converting an Intake to a Client in Therabill

1. To convert a client intake request into an actual client in Therabill, click the green plus icon associated with the request in the Pending Intakes form.
   
   
   
   
2. The intake information will be pre-populated in the Add Client Form.
   
   
   
   
3. Important information to consider:
   • The form is just pre-populated with the client intake information. You must save the client before the intake becomes an actual client in your Therabill account.
   • You will need to select the insurance company on the insurance card.  On the add client form, if the patient supplied insurance information, then an insurance card will have been created.  You will need to edit the card to include the insurance company.  The name of the insurance company that the recipient supplied will be listed as the title of the insurance card.
     
     
     
     
4. Once you save the client, the client is added to your Electronic Medical Records in Therabill.