Getting Access

How to Get an Account

Contact your system administrator to request an account.

You’ll need to provide:

  • Your full name
  • Email address (preferably @cincinnatichildrens.org)
  • Desired role (see below)

User Roles

Admin

Full system access:

  • Manage all patients and forms
  • Add/remove users
  • View audit logs
  • Change system settings
  • Access all clinics (if superadmin)

Staff

Day-to-day clinical work:

  • Add patients
  • Assign forms
  • Review submissions
  • Generate AI summaries
  • Approve/reject intakes

Referrer

View-only access:

  • See patient list
  • View submissions
  • Cannot edit or add data
  • Useful for referring providers

Initial Login

  1. Go to intakepilot.com
  2. Click “Login”
  3. Enter email and temporary password
  4. You’ll be prompted to change password
  5. Set a strong password (8+ characters)

Password Requirements

  • Minimum 8 characters
  • Mix of letters and numbers recommended
  • No special requirements (but good practice)

Password Reset

Forgot password?

  1. Click “Forgot Password” on login page
  2. Enter your email
  3. Check email for reset link
  4. Click link and set new password

Or contact admin to reset manually.

Multi-Factor Authentication (MFA)

Currently not enabled.

Coming in future version.

Session Timeout

Sessions expire after 15 minutes of inactivity.

You’ll be redirected to login page.

Save your work frequently.

Access from Multiple Devices

You can log in from:

  • Desktop computer
  • Laptop
  • Tablet
  • Phone

Same account works on all devices.

Only one active session per user at a time.