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Getting Started: Intake Flows

After you have chosen intake forms that you’d like clients to complete, you can place these forms into an intake flow, which is a bundle of forms and agreements that can be shared at once, automatically, for a client to complete electronically. Intake flows string together the assessments, policies and e-sign agreements, privacy notices, billing and insurance information collection forms, and other materials you’d like clients to complete as they work with you. 

Once set up, intake flows are sent automatically to your clients when they are added to your portal, and clients are prompted to complete forms upon logging into the POC. You can receive an e-mail notification when clients begin and complete their intake flows, and you are able to view the status and responses of intake flows within a client’s profile. 

Create an Intake Flow #

Step 1: Navigate to Forms > Intake Flows > Create Intake Flow

You will be prompted to give your intake flow a name, and select the group(s) that you’d like your intake flow to be associated with. More information on intake flows and groups is in the next section. 

Step 2: Review your Welcome Page, which is automatically added to your Intake Flow. You are able to edit or delete this message. This is the first page your client sees upon logging into the POC web portal.

Step 3: Add additional forms to your intake flow by clicking “Add a form to this Intake Flow.” 

This will show standard forms that are available within the POC’s template library, as well as any custom forms that you have built into your system. 

You will have the option to make forms required or optional; if a form is not marked as required, clients are able to skip the entire form and move onto the next, while running through your intake flow. Clients will see a “Skip” button on the top right of their intake form if you have made it optional. Required forms  must be completed prior to a client having full access to their POC account via computer (e.g., ability to view your documents, view packages, and more). 

Step 4: Finalize your Intake Flow. After adding the form(s) that you’d like to incorporate as part of your intake flow, you are able to drag and drop the forms to adjust the order in which you’d like clients to review and complete your forms.  You can then Preview your intake flow and make adjustments therein. 

Edit an intake flow #

If you’d like to modify an existing intake flow, you are able to do so at any time, by deleting or adding forms to a specific intake flow that you have created. 

Deleting an intake form within an intake flow will NOT delete forms that have already been sent to clients, nor will it delete the completed form that a client may have already filled out. 

Adding an intake form to an intake flow that has already been shared with clients will prompt clients to complete the forms you have added, when they log in next. Clients will NOT receive an e-mail that you have added a form for them to complete, so you may want to send a form reminder. 

Use Cases for multiple intake flows #

The intake flow tool enables you to have multiple intake flows. This can be useful if you have multiple types of service, and want different clients to fill out different sets of forms accordingly.

Another use case is if you offer discovery sessions, and you do not want your clients to fill out paperwork for this call, but only afterwards if they are a fit; in this instance, you may want to create a very simple intake flow for your prospective clients.

You are able to assign multiple groups to the same intake flow if you’d like, so you do not need to create one intake flow per group, if multiple groups will be completing the same intake forms. 

Connecting intake flows with groups #

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If you have created multiple Client Groups, you can set up different intake flows for some / all of these groups to customize the forms that clients in these groups will be prompted to complete. Put another way, if you’d like clients to complete different intake flows, we recommend placing them into different groups. 

Once you have created a Client Group, you will be prompted to assign an Intake Flow to that Group as part of creating an Intake Flow. You are also able to assign multiple groups to a single intake flow.

Best practices & notes: 

  • If you have 1 group of clients, you will only need 1 intake flow. You can, for example, name this Intake Flow and Group “Default”
  • If you work with pediatric clients and adult clients, you can create two groups (pediatric and adults) and two intake flows, and assign each group to its respective intake flow

Additional resources #

Practitioner Support: Submit your questions through the form on the Support page HERE

POC Weekly Training: Join one of our weekly trainings to ask questions and work through settings. Link to upcoming events is also listed on the practitioner support page HERE

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