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Using the Client Form

This article explains how to use the Client Form.

For more details on creating a Client Form, click here.

There are different ways to use the Client Form. It is possible to provide a device for Clients to use in the waiting room or to send out the form prior to a Client’s appointment via email or SMS.


Option 1 – Supplying a Device to the Client in the Waiting Room

Getting the Device Ready

1. On the device to supply to the Client, log into Nookal and click on your Name in the top-right corner.

2. Select Client Form Mode.

3. Select the Location the device can receive Forms from and click Next.

The device is ready to be used once it displays: “Hooray! This device is connected.”

4. Note down the intake device’s identification key (5 letters). The identification key is required to send the form to the appropriate device if using many devices at the same time.


Sending the Form to the Device

5. On the reception computer, click on the Client Appointment in the Diary.

6. Click Send Client Form

This option is only displayed once a Client Form is enabled for this Location.

 

It is also possible to send the Client Form from the Client Profile. Once in their Profile, click Client Forms at the bottom-right corner, then follow the next steps.

7. Select the Form to send.

8. Refer to the intake device’s identification key to click on the appropriate available Device to send the Form.

The device status will be Busy. You can then close the window and continue using all the other features in Nookal while the Client fills out the form.

9. Back on the device, the Form should be displayed so you may hand over the device for the Client to complete. The client will be able to navigate through the different sections and electronically sign for consent.

 

10. Once the Client is done, the Client will need to click Accept.

11. Retrieve the device from the Client and either:

  • Click Exit to go back to the device identification key page and enable the device to be used again, or

  • Click Exit on the device identification key page to unlock the device if needing to use different tools in Nookal. Nookal account password will be required to unlock the device.

12. On the computer, there will be a Notification at the bottom of the Diary. Click on the Notification Bubble to open the notification panel. There will be a Notification called “Client Form Pending Approval” or “Client Form Completed”.

13. Click on the Client Name to review the information.

14. Once reviewed, Approve Changes (all of them or a selection), Reject the Client Form if the Form is set to Require Staff Approval or Dismiss the notification if the Form is set to Automatically Update Client Profile + Notification.

The new information will be saved in the Client Profile and Clinical Notes.


Option 2 – Send the Form to the Client by Email.

 

1. In the Diary, click on the Client Appointment.

2. Click Send Client Form at the top of the appointment window.

3. Select the Form to send.

4. Select Send as Email at the bottom-right corner. The email can only be sent to the Client’s personal email.

 

5. The message set up when creating the form will be displayed. It is possible to modify the message if relevant.

6. Click Send.

 

The client will receive an email with the link to access the form. Once they have opened the link, they will be required to type in their email address to open the form. Once the form is completed, they should receive a Success notification saying their form was completed successfully.

 

7. Once the client has completed the form there will be a notification in the diary. Click on the Notification Bubble to open the notification panel. There will be a notification called “Client Form Pending Approval” or “Client Form Completed”.

8. Click on the Client Name to review the information.

9. Once reviewed, Approve Changes (all of them or a selection), Reject the Client Form if the Form is set to Require Staff Approval or Dismiss the notification if the Form is set to Automatically Update Client Profile + Notification.

The new information will be saved in the Client Profile and Clinical Notes.


Option 3 – Send the Form to the Client by SMS.

 

1. In the Diary, click on the Client Appointment.

2. Click Send Client Form at the top of the appointment window.

3. Select the Form you wish to send.

4. Select Send as SMS at the bottom-right corner.

5. The message set up when creating the form will be displayed. It is possible to modify, add to your message or select an existing Template if relevant.

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 approximately every 160 charaters.

6. Click Send.

 

The client will receive an SMS with the link to complete the form. Once they have opened the link, they will be required to type in their mobile number to access the form. Once the form is completed, they should receive a Success notification saying their form was completed successfully.

 

7. Once the client has completed the form there will be a notification in the diary. Click on the Notification Bubble to open the notification panel. There will be a notification called “Client Form Pending Approval” or “Client Form Completed”.

8. Click on the Client Name to review the information.

9. Once reviewed, Approve Changes (all of them or a selection), Reject the Client Form if the Form is set to Require Staff Approval or Dismiss the notification if the Form is set to Automatically Update Client Profile + Notification.

The new information will be saved in the Client Profile and Clinical Notes.


Coming Soon – Send the Client Form as part of an automated message.

This feature is coming soon with an update to CRM functionality.