How to Add and Use Intake Forms

Office Ally Intake Forms can be sent to patients through the Patient Ally portal and received back through EHR or Practice Mate. These forms are also compatible with Intake Pro.  

Intake Forms can be created from your existing forms, and this guide will show you how to set them up and use them.  

For more information on Intake Pro: How to Use Intake Pro

Adding Intake Forms

Adding your first intake forms follows a different process from all subsequent intake form requests. Both processes require you to send your forms to Office Ally.

Option 1: Upload Through Add New Appointment (First-Time Setup Only)

1. Navigate to the Appointments tab and click Add New Appointment to open the Add Appointment screen.

2. Select a Patient.

3. At the bottom of the pop-up window, locate the Intake/Agreement Forms section.

4. Click the green Click Here to Get Started button. This option will no longer appear after you have new intake forms added to your account. If you do not see the option to get started, follow the Option 2 instructions below.

5. In the new pop-up, click the Click to Upload Forms link to upload your intake forms.

• You can upload up to 10 forms with your first request. Additional forms, if needed, can be sent following the Option 2 instructions below.

6. Once your forms are uploaded, click Build My Forms to send them to Office Ally.

7. The setup process can take up to two weeks. Once complete, your forms will appear under the Manage Office tab, then Intake/Agreements Forms.

Option 2: Email Forms Directly to Office Ally

1. Create an email addressed to IntakeForms@officeally.com.

2. Set the subject line to Intake Forms.

3. Attach each form as a separate file.  There are no specific file requirements, but .pdf is a commonly used format.

4. Include the following details in the body of your email:

• Your username.

• Your contact information (name, email, phone number).

• Any specific instructions on how you want the forms to function.

5. The forms will be created and added to the Manage Office tab, under Intake/Agreements Forms, within approximately two weeks.

Using Intake Forms

Intake Forms can be sent to patients via Patient Ally or Intake Pro for completion. Once filled out, patients submit the forms back to Office Ally for review.

Method 1: Send Forms When Creating a New Appointment

1. Navigate to the Appointments tab and click Add New Appointment.

2. Search for and select the patient.

3. Scroll to the Intake/Agreement Forms section at the bottom of the pop-up.

4. Check the appropriate boxes next to each form:

• Send to PA: This sends the form to the patient via Patient Ally.  Patients must first be invited to join Patient Ally, but do not need to have an account created for the forms to be sent.

• Self Check-In: This sends the form to the patient using Intake Pro.  If you do not see the option to send intake forms to Self Check-In, you may not have Intake Pro enabled on your account.  

5. Complete the appointment details and click Update to send the forms.

Method 2: Send Forms During Check-In or Check-Out

1. In the Appointments tab, locate the appointment:

• In Detail View, click the icon under the Check-In column.

• In Grid View, hover over the sticky note icon in the upper-right of the appointment square and select Check-In from the drop-down.

2. In the Check-In pop-up window, scroll to the Intake/Agreement Forms section.

3. Check the boxes next to the forms you want to send.

4. Click either:

• Send to Patient Ally, or

• Initiate Intake Pro to send via tablet.  

1. For more information on Intake Pro How to Use Intake Pro

Reviewing Incoming Forms

When patients submit completed forms, you will receive a notification in the top section of the Office Ally website.

1. Click the Intake/Agreement Forms link in the Notifications area.

• A red number will indicate how many forms are waiting for review.

2. Click the link to view a drop-down list of submitted forms.

3. Select a form to open it in a pop-up for review.

4. At the bottom of the form, choose Approve or Deny:

• Approve: Saves the form to the patient’s chart/account and automatically updates demographic information (if applicable).

• Deny: Saves the form to the patient’s chart/account but does not update any demographics.

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