The Request Client Intake feature is an value added service for Therabill members. This feature does cost extra at 25 cents per intake request sent.
What is Client Intake Requests?
The client intake requests allow you to send a request for client intake information through e-mail. You simply send a request through the request form in Therabill by supplying a name and e-mail address. Therabill will then send an e-mail requesting that the recipient follow a link to a secure online form where they can enter their patient demographic and insurance information. Once they submit the information, their information becomes a pending client intake in your Therabill account. You can then quickly and easily load the pending client intake information into the add client form of Therabill to create the new client in your Therabill account.
An example of its use may be as follows. A potential new patient calls you on the phone and requests an appointment. On the phone, you ask them their name and e-mail (that is all that is needed for the client intake request). You then let them know that they will be receiving an e-mail with a link in it to fill out an intake form. They receive the e-mail and fill out the form before their first visit. You can then add them as a client in your Therabill account. When they come to their first visit, you will already have all of their demographic information on file.
How to Send a Client Intake Request.
Sending a client intake request is easy. All you need is their name and e-mail address.
- Click Clients in the top navigation bar of Therabill.
- To the right of your client list, you will see a column of buttons (see image to the left). One of the buttons is labeled Send Intake (circled in red in image to the left).
- Click the Send Intake button.
You will now see the send client intake form (image to the right). Simply enter the patient (or recipients) name and e-mail address. You can also change the default message that will be sent in the e-mail to the recipient. It is your responsibility to make sure you enter the clients e-mail address correctly.
Sent Intake Requests
Underneath the send intake form you will notice an area labeled Sent Intake Requests. In this area, you will see a list of requests that you have sent that the recipient has not yet responded to. Each item shows the date that it was sent, the name of the recipient, the e-mail address that it was sent to and whether or not the recipient has viewed the form or not.
Viewed: means that they have followed the link within the e-mail. That is, they have viewed the client intake form but they have not yet filled it out and submitted it.
Unviewed: means that they have not yet followed the link within the e-mail.
NOTE: Neither viewed nor unviewed means that they have not viewed or received the e-mail. It is impossible for Therabill to track whether or not they have opened and viewed the e-mail that they received.
Recipient says that they have not received the e-mail.
If the recipient says that they have not received the e-mail then here are a few things you may need to consider.
- Did you enter the correct e-mail address.
- Ask the recipient to check their spam folder. If they find it in their spam folder, request that they change their spam filter settings to allow e-mail's from your domain name (your e-mail address that you have on file with Therabill under Admin).
What does the Recipient Receive in their E-mail?
The Intake Form
When the recipient follows the link in the e-mail, they will be taken to a secure client intake form where they can enter their demographic and insurance information. The form can be seen in the image to the right.
The intake form is branded to your company. If you have a logo entered under Admin in Therabill, then your logo will be displayed in the header of the intake form. Your business name will be displayed if you have a business name entered under Admin in Therabill. If you do not have a business name entered under Admin in Therabill, then your first and last name (as entered under Admin in Therabill) will be displayed.
The form: The form consists of various fields that the recipient will enter about themselves. It is broken up in to three sections: Patient information, Primary Insured's Information, and Insurance information.
NOTE: Under the insurance information, it asks who their insurance carrier is. They simply enter the name of their insurance company. Later, when you are adding this client, the value that they enter for the insurance company name will be entered as the title of the insurance card in Therabill. You will need to edit the insurance card to select the insurance company in order to submit electronically.
When the client submits the form, do they automatically become a client/patient in my Therabill account?
No, the client is not automatically created in your Therabill client list. Once the recipient submits the form, the information they supplied will be sent to you. You will receive an automatic item in your dashboard letting you know that you have public client intakes to confirm.
How will I know when a Recipient Submitted Information?
You will receive an automatic item in your To Do list on your dashboard in Therabill. The To Do item will be labeled Public Client Intakes to Review as seen in the image above. The to do item will have an icon (magnifying glass) that you can click on to open up the send client intake portal. Clicking the icon will open up the send client take portal to the Pending tab.
Viewing Pending Intakes
The send client intake portal has an area for Pending intakes (see image to the right). This area can be reached by clicking the Pending tab at the top right. The pending intakes list will show all intakes that have been submitted by the recipient. That is, they received the request e-mail and they filled out the intake form and submitted it.
Each item in the list will show the date they submitted the form, the patients name, the e-mail address that they supplied in the intake form and the phone number they supplied. Each item will also have two icons associated with it.
Green icon: Use this icon to send the information from the intake in to the Add Client Form.
Red Icon: Click this icon to deny the intake. This will remove the intake information (permanently).
Converting an Intake to a Client in Therabill
To convert a client intake request into an actual client in Therabill, click the green plus icon associated with the request in the Pending Intakes form. This will open up the add client form. The intake information will be pre-populated in the add client form.
Important information to consider.
- The form is just pre-populated with the intake information. You must save the client before the intake becomes and actual client in your Therabill account.
- You will need to select the insurance company on the insurance card. On the add client form, if the patient supplied insurance information, then an insurance card will have been created. You will need to edit the card to include the insurance company. The name of the insurance company that the recipient supplied will be listed as the title of the insurance card.
What is the Cost of Client Intake Requests?
Client Intake Requests is a value added feature that does come at an additional cost to you. Therabill does offer two options depending on how often you feel you will be using client intake requests. If you do not plan on using it often, then you can send out a client intake request at 25 cents per request sent. If you are going to use the client intake requests often, then you may want to subscribe to the add on. The subscription cost is $10.00 per month and gives you unlimited client intake requests.
- Pay Per Request: 25 cents per request sent. You are charged for each request sent out, even if the recipient does not respond to the client intake request e-mail.
- Subscribe: For $10.00 a month, you can send out unlimited client intake requests.
How to subscribe
Click the Info & Plan tab at the top right of the client intake request portal. You will then see the page shown in the image to the right. At the bottom of the info & plan page, you will see a button. If you are not currently subscribed, then the button will be colored red and will be labeled Click to Subscribe. Click that button and you will be subscribed.
Information to consider.
- If you subscribe, you will be charged $10.00 for each billing cycle that you are subscribed. This is not pro-rated. Therefore, even if you are subscribed for 10 minutes during a billing cycle, you will be charged $10.00.
- During a billing cycle, if you have already sent out requests (while not subscribed), you will be charged 25 cents for all requests sent while not subscribed. The subscription is not meant to be something to turn on and off just when you are approaching $10.00 mark on the per request charges each month.
How to unsubscribe
Follow the instructions above to subscribe. However, if you are already subscribed, then instead of seeing a red button labeled Click to Subscribe, you will see a green button labeled Click to Unsubscribe. Click that button to unsubscribe. If you unsubscribe during the middle of a billing cycle, then you will still be charged the $10.00 on your next invoice. It will take an extra billing cycle before the charge is removed from your invoice.