Your First Patient

Quick walkthrough to add a patient and send them a form.

Step 1: Add Patient

  1. Log in to intakepilot.com
  2. Click “Patients” in the navigation
  3. Click “Add New Patient” button
  4. Fill in required fields:
    • First name: Jane
    • Last name: Smith
    • Date of birth: 01/15/1985
  5. Optional: Add email jane.smith@example.com
  6. Click “Save”

You now see Jane Smith in your patient list.

Step 2: Assign a Form

  1. Click on “Jane Smith” to open patient details
  2. Click “Assign Form” button
  3. Select form template: TMS Intake
  4. Click “Assign”

A unique patient portal link is generated.

Step 3: Send the Form

Two options:

  1. Click “Copy Link” button
  2. Paste into email or text message to patient
  3. Send via your preferred method

Option B: Email Directly (if patient email provided)

  1. Click “Send Email” button
  2. Patient receives email with secure link
  3. They click link to access form

Step 4: Patient Completes Form

Patient experience:

  1. They click the link
  2. Form opens in their browser (mobile-friendly)
  3. They answer questions section by section
  4. Progress auto-saves
  5. They click “Submit” when done

Step 5: View Submission

Back in your dashboard:

  1. Click “Intake Forms” in navigation
  2. You see Jane Smith’s submission
  3. Status shows “submitted”
  4. Click to view full submission

Step 6: Review and Approve

In the submission view:

  1. Read through form responses
  2. (Optional) Click “Generate AI Summaries”
  3. Change status to “approved” or “reviewing”
  4. Add any internal notes

Done! You’ve completed your first patient intake.

Next Steps

Now you know the basic workflow: