This article provides a comprehensive guide for our Modern Health providers on how to manage member Intake Forms within your Provider Dashboard. It covers how forms are sent to members, how they are managed, visibility policies, limitations, and best practices for supporting members through the intake process.
Intake Forms are now a part of the member workflow for EMR-supported US-based Therapists. These forms collect required clinical information at the beginning of the member’s care. Intake forms are shared amongst providers; if a member fills out an intake form while matched with a previous Therapist, you will be able to see those intake form responses when you begin care with that member.
Please note: Modern Health’s Intake Form will only be required for US-based adult members and not used for minor dependent sessions.
Only Therapists currently matched to the member can view completed Intake Forms. At this time, Coaches do not have access to member Intake Forms.
Per best practice, please inform members at time of scheduling that the Intake Form is highly recommended and should be completed prior to starting care.
We suggest reviewing the completed Intake Form before your initial appointment, using the form to guide your initial evaluation, and keeping all member information up-to-date within your Provider Dashboard.
Step-by-Step Guide: Intake Forms Workflow
1. Intake Form Trigger
- An Intake Form is automatically sent to the member when a new match is confirmed and an initial evaluation is scheduled, provided that the member does not have an existing completed intake form. The intake form questions immediately follow the consent for treatment form for members.
2. Provider Dashboard Access
- Intake Forms are visible within your Provider Dashboard, under each member’s profile on the ‘Forms’ tab.
- The dashboard displays whether an Intake Form has been sent, its completion status (“In progress” or “Completed”).
3. Reviewing Completed Intake Forms
- Only Therapists currently matched to the member can view completed Intake Forms. Coaches do not have access to member Intake Forms.
- Click on the member profile, open the ‘Forms’ tab, and expand the Intake Form to review all responses. To expand the Intake Form, simply click into the Intake Form box. Providers can reference the Intake Form directly while composing session notes in the EMR.
4. Managing Intake Form Completion
- If an Intake Form is still ‘In progress’ or ‘Incomplete’ prior to the session, providers may use the chat feature in the ‘Messages’ tab to remind the member to complete it prior to the first appointment.
- If a member does not complete the Intake Form prior to the initial evaluation, collect the remaining information during the initial evaluation and take notes in an Initial Evaluation Notes template; there is no need to fill out an intake form on behalf of a member.
- Previously Matched Members: Providers can access historical Intake Forms for members previously matched to them.
5. Limitations
- Edits and Corrections: Intake Forms cannot be edited by providers once completed by the member. To make any corrections or addendums, please use the Initial Evaluation Note template.
- Language Support: Intake Forms are available to members in all Modern Health supported languages, however, the Provider Dashboard interface will remain in English only. Providers will see exactly what members write in the intake form.
Privacy and Compliance: Intake Form access is logged and adheres to HIPAA and other state and federal requirements. Do not collect member payment or insurance information as part of the EMR intake workflow.