This article explains how to utilize the Intake feature on the platform.
This article will cover each aspect of the Intake feature which is broken down by the following:
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The Intake area encompasses all of the intake data received from the online intake form (see Online Intake Configuration for further information on the form). This area will flag all intakes received, their statuses and highlight new intakes received.
For a walkthrough on the provider side of the intake process, please see the following video:
For a walkthrough of the client experience of completing an intake, please see the following video:
New: This status is for new intakes received and is automatically assigned when clients are added to the intake list
Needs more information: Needs additional verification/information from the client before moving forward. This status is generally used for sliding scale fee clients.
Ready for assignment: Clients are ready to be booked (can be used as internal status for admins)
Waitlist: Waiting for clinician assignment
Assignment in Review: Pending admin/provider review the assignment prior to the assignment being completed
Appointment Pending: Intake has been assigned to a provider and appointment is yet to be booked
- Booked: Appointment has been booked, the intake entry will remove itself from the intake area
Referred Out: When a client has been referred out
Cancelled: Client's intake is cancelled with due request or if the client did not respond to follow up
- Terminated: For when a client's intake is terminated upon request
Intake Snapshot Information
When first navigating to the Intake page you will be able to see some snapshot information about each client on the list.
- The 'Date of Intake' refers to when the intake was received on the platform.
- Additional information such as service language, service and insurance will populate based on the client's responses on the intake form.
New/Unread Intakes will appear with a flag next to it (coloured line) and will be included in a numbered bubble at the top of the intake tab:
Selecting the 'Actions' icon - will open up a client's intake details and display more in-depth information on the client. This is also what needs to be selected in order to assign a client to a provider.
The intake details page contains all of the information provided on the intake form.
There are 7 sections within intake details:
This page provides a one page snapshot of information provided in the intake. It can be exported by selecting the 'Export' button on the screen.
This page will outline personal details, if there are any edits that are required this can be updated by selecting the 'edit' button at the bottom right hand side of the screen.
Information on this page can also be edited by selecting the 'Edit' button on the righthand side. Please note at this time there is a character limit present in the 'Presenting Issue Description'.
Appointment Details displays the client's availability and location preferences. This information can be edited by selecting the 'Edit' button on the bottom right hand side.
The fees page highlights intake information pertaining to the client's fee type. The information is editable by selecting the 'Edit' button on the bottom right hand side.
Client Notes allow internal staff members to make comments that can be seen and shared with other providers regarding the client's intake.
This page provides a history of actions that have been made to the intake in regard to providers accepting/declining the intake.
Assigning a Provider
To assign a provider to an intake please follow these steps:
- Navigate to the 'Intake' section of the platform
- Select the 'Actions' icon on the right hand side of the relevant intake
- At the top of the intake, select the 'search' button underneath "Assign Provider" and select the relevant provider
- To save the assigned provider, select the 'Assign Provider' icon
The Waitlist area of the Intake feature displays all entries that are listed who are in the 'Waitlist' status.
To view intake information in more depth, select the 'Actions' icon on the right hand side which will open up the Intake Details page.
As a provider, the Assignments area will display with intakes that have been assigned to you that are pending approval.
Providers are able to view the intake, accept or decline under the 'Actions' area.
Please note -> as a provider admin, if you are assigning an intake to yourself then it will not appear in the Assignments area.
The Self-Assigned Requests area is only visible to Provider-Admins and will display any intakes that Providers have self requested to assign to themselves. These requests require Provider-Admin approval to fully process.
Please note -> as a provider admin, if you are assigning an intake to yourself then it will not appear in the Self-Assigned Requests area.
Online Intake Configuration
For a full walkthrough, please see the following video.
The Online Intake Configuration area allows your organization to be able to customize mandatory fields on an intake form. This is only accessible by Provider-Admin's and can be found by navigating to the 'My Organization' area and then selecting 'Online Intake Configuration'.
* The link at the bottom of the page is a link to the online intake form.
The Client Information area allows you to toggle on/off the following information:
- Mobile Number
- Home Number
- Civil Status
The Service Details area allows you to toggle on/off the following information:
- Healthcare Service ID
- Presenting Issue IDs
- Preferred Provider Gender
- Service Languages
The Appointment Details area allows you to toggle on/off the following information:
- Availability Selector
- Location Preference
The Fees area allows you to toggle on/off the following information:
- Fee Type
- Is Patient Insured