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Kareo Help Center

Send Intake Forms from New Appointment

Users can send patients an invitation to fill out their patient intake forms prior to their appointment through a new appointment, by confirming an appointment request, or when they are editing an appointment. Patient intake forms are linked to an appointment, and a patient will only have access to one link at any given time. 

Recurring appointments, group appointments, and appointments assigned to non-provider resources are not currently supported with patient intake. Appointments created on a past date or appointments that are in the finished state will not have a "Email patient intake forms" checkbox. 

Note: Patient Intake is available to providers who are subscribed to Kareo Engage.

Open the Calendar

Open the calendar in one of two ways to schedule an appointment.

  1. Hover over the Platform icon in the upper left of the window and select Calendar. The Calendar opens.
  2. Click +Appointment on the Agenda. The Calendar opens.

Open a New Appointment

Double-click the desired time slot for the provider on the calendar. The New Appointment window opens.

  1. Enter patient name.
    • Existing Patient: Begin entering the patient's name and click on it when it appears.
    • New Patient: To schedule an appointment for a new patient, click +Create New Patient to add a patient record.

Schedule Patient Appointment

  1. Click to select the "Email patient intake forms to"
    • The patient email shown will reflect what is in their record according to the following logic:
      • Default to sending to primary
      • If there's multiple email addresses and a primary hasn't been selected, it'll default to personal email address, then work email address, then other email address
      • If only one email address is present, it'll default to that one - doesn't matter if it's primary or not.
    • For patients who don't have an email in their record, users will see a link next to the checkbox to add email to a patient's record.
  2. Appointment Details:
    • The provider, date, and time are auto-populated from the time slot selected. Click the drop-down arrows to select a new provider or time. Click in the date box to choose a different date.
    • Select a Visit Reason from the drop-down menu. 
    • Adjust the appointment Duration if necessary.
    • If your practice has multiple locations, select a Location from the drop-down menu.
    • Add an optional note about the appointment. Appointment notes carry over to the chief complaint in a patient’s note.
    • Click + Add Recurrence to create a recurring appointment.
  3. Click Make Appointment when finished.

An email will be sent to the patient with an invite to fill out the patient intake form.




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