Client Intake Forms
Intake forms collect essential client information before their first appointment. Praxi provides default intake forms and allows you to customise them or create additional forms to suit your practice's needs.
Default Intake Forms
Praxi includes several pre-built intake forms:
| Form | Purpose |
|---|---|
| Client Demographics | Name, date of birth, contact details, emergency contact |
| Privacy & Consent | Consent for treatment, data collection, communication |
| Clinical History | Previous treatment, current medications, medical conditions |
| Referral Information | GP details, referral source, Mental Health Treatment Plan |
| Funding & Billing | Medicare number, health fund details, billing preferences |
These forms are active by default. You can modify them or disable any that are not relevant to your practice.
Customising Intake Fields
To modify a default intake form or create a new one:
- Go to Settings > Client Tool Templates, then search for your intake templates (each card shows its category) (or by Forms type if you only want forms)
- Select the template you want to edit, or click New template and choose Form as the type
- Use the form builder to add, remove, or rearrange fields
- Configure field properties (label, help text, validation)
- Click Save
For detailed instructions on building forms, see the Form Builder page.
Long intake forms can deter clients from completing them. Focus on information that is genuinely needed before the first appointment. Additional details can be collected during the session or in follow-up forms.
Mandatory vs Optional Fields
Each field on an intake form can be set as mandatory or optional:
- Mandatory fields must be completed before the form can be submitted. Use these for essential information such as name, date of birth, and consent
- Optional fields allow the client to skip if they prefer. Use these for information that is helpful but not strictly required before the first session
To change a field's requirement status, select the field in the form builder and toggle the Required setting.
Auto-Sending Intake Forms on Booking
Praxi can automatically send intake forms to new clients when they book an appointment. This is managed through the intake-engagement workflow. To customise which forms are sent automatically:
- Go to Settings > Client Tool Templates, then filter by intake category
- Enable Auto-send on booking on the relevant form template
- Select which forms to include
- Choose the trigger: all new bookings, first booking only, or bookings for specific service types
- Click Save
When a new client books (or is booked by reception), they receive an email with a link to complete the selected intake forms via the Client Portal. A reminder is sent if the forms are not completed within a configurable period (default: 48 hours).
Auto-send rules apply only to clients who have not previously completed the selected forms. Returning clients are not sent duplicate forms unless you manually trigger them.
Reviewing Submissions
When a client submits their intake forms:
- A notification appears in the practitioner's inbox and on the dashboard
- Open the client's profile and go to the Forms tab
- Click the submitted form to review the responses
- Key information (demographics, emergency contact, Medicare details) is automatically populated into the client record
If any responses need follow-up, you can flag them with a note for discussion during the first session.
If a client starts but does not finish an intake form, their progress is saved automatically. They can return via the original link or the Client Portal. Reception staff can see pending forms from the client list or intake pipeline.