Patient intake before the visit

Collect routine patient information before a visit so the care team can review the response and identify any missing paperwork. Use the intake workflow to gather the information, documents and signatures your practice actually needs, with the privacy setup appropriate to your organization.

Build the right intake form

The Intake form page opens the main Formesign chooser. Choose an existing Google Form, a PDF you use today, or a new form generated from its name. Review any generated or template content before sharing it with patients.

Keep known details separate from questions the patient must answer. A fictional example can include name, visit reference, relevant history, supporting files and a consent signature. Remove unnecessary questions and check that descriptions explain what the patient should provide.

Prepare the patient request

1. Check the patient-facing fields and requiredness in the editor.
2. Configure prefill and permissions for details already held by the practice.
3. Add the signature or additional signer your process requires, such as a guardian where appropriate.
4. Configure staff notifications and completed copies with PHI controls reviewed.
5. Open the shared request on a phone and complete it using synthetic data.

If your organization uses the HIPAA configuration workflow, complete the HIPAA setup guide and its BAA and notification steps before collecting the information in scope.

See what still needs attention

Use the response view to find submitted intake and unfinished workflow steps. A prefilled request and a submitted response are different states; verify what your selected invitation or scheduling flow records before promising completion counts for every recipient.

Use reminders only after checking the configured recipient and timing. Keep a route for patients who need help, a correction, or an alternative completion method. Completion status describes paperwork progress; it is not a prediction of attendance or a clinical judgment.

Prepare for the appointment

Give authorized staff the response action and records they need. Use the signed PDF when the completed document belongs with the patient record, and the configured Sheets output when structured answers support preparation.

An external EHR handoff needs its own verified integration or staff procedure. Saving a PDF in Drive does not establish that an EHR has received it. If using an assessment, check its exact configured calculation and follow the assessment guide before relying on a total.