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Creating Client Form

The Client Form is used to save a lot of time when creating a new Client Profile.

This form enables Clients to fill in all their details electronically which are then directly added into their profiles in Nookal.  It is also an efficient way to record consent to treatment and consent to receive communication by email/SMS. With the Client Form, no need to copy  information across from a paper intake form anymore.

This article explains how to set up a Client Form. See “Using the Client Form” to know how to send it to clients.

Creating a New Form

1. Go to Practice.

2. Click on Integrations, then Client Forms.

3. Click Create Form.

4. Add a Name to identify your form.

5. Select the Location for which you want to enable the form.

6. Select the Approval process to decide what will happen once the client has completed the form.

  • Require Staff Approval (recommended so that new information can be reviewed before being saved and potentially overwriting previous information): A notification in the Diary will require the information to be reviewed and Accepted or Rejected the form before changes are saved by clicking Accept, or rejected by clicking Reject.
  • Automatically Update Client Profile + Notification: Information will be saved in Client Profile and you will receive a notification in the Diary. In the Client Profile, new information will be outlined in red – this information will be saved once you click on “Save Changes”.

By default, Forms contain Client details (Name, Contact details, Address…) for the clients to confirm along with SMS and Email subscription options.  This information will be saved in the Client Profile.

Collecting Additional Information with the Form

You can customise the Form to collect a lot more information. See below how to set this up.

7. Select additional Fields you want to include in your Client Form by ticking the box or choosing between All or a Selection.

  • Referrers: This field enables Clients to tell you how they heard about you for Marketing purposes (not to confuse with Referrals for Third Party Payer). The options available are the active Referrers in your account which can be managed in Practice>Setup>Referrers. Choose to enable All Referrers or a Selection. This information will be saved in the client’s Case file.

  • Extras:  You can select Extras you have previously created in Practice > Setup > Extras. This information will be added in the Extras section of the Client Profile. You can choose to add All Extras or a Selection into the Form. See Adding Extra Information to Client Profile for more information on how to create Extra fields.

  • Reason for Visit: Tick the box for this field to be added in the Form. This information will be saved in Clinical Notes.

  • Chart: Additional information to the Reason for Visit field. Tick this box, choose a Chart and add short instructions for your client. The client can draw onto the Chart to highlight the areas that needs treatment. The Chart will be saved in Clinical Notes.

  • Consent: Provide an area where you can write what you want the client to consent to prior to their treatment. Tick the box and write the Informed Consent message for the Client to accept and sign electronically. Consent signature will be saved in Clinical Notes.

A text is required in the Consent field for the field to be added to the form.

Writing a Message to Send the Form

Form can be filled on a device or sent by email or SMS.

8. Type in a subject (emails only) and message you want to send to your Client when sending the Form by email or SMS or leave the default text. You can use the button Client Form Link to add the link to your message.

Use the “character count” under the message for SMS and limit the text to a maximum of 155 characters to minimise the cost of SMS as it uses 1 credit for every 160 charaters.

9. Set the Status as Active.

10. Review your Form in the Preview section on the right side of the page and click Save Form when you are are done.

Once your Client Form is ready to be used, see “Using the Client Form” for more information on the process and different options for Clients to access the Form.