How to Use Intake Pro

Intake Pro is a service available to qualifying users that allows patients to complete intake forms in-office, usually while checking in for an appointment. To see if your account qualifies for Intake Pro, please contact our main support line for more information.

This article covers the basic workflow for users who have access to Intake Pro.

Sending Intake Forms

1. Access the Check-In Window

• Navigate to the Appointments tab.

• If you are using Detail View, click on the gold circle in the Check-In column.

• If you are using a grid view such as Weekly View, hover over the sticky note icon in the upper-right corner of the appointment and select Check-In from the drop-down menu.

• Either option will open the Check-In pop-up window.

2. Select and Send Forms to the Tablet

• Scroll down to the Intake/Agreements Forms section.

• Check the box next to each form you want to send to the Intake Pro tablet.

• Click Initiate Intake Pro.

• A Synchronization Code pop-up will appear—this code is used to access the forms on the tablet.  This code is typically entered by office staff before the tablet is provided to the patient.

3. Accessing Forms on the Tablet

• On the tablet, the Intake Pro screen will display two options: Patient Check-In or Enter Sync Code.

• If Patient Check-In is selected, they’ll be prompted to enter their First Name, Last Name, and Date of Birth.

• After confirming their demographic information, they will be directed to their pending intake forms.

• If Enter Sync Code is selected, the Sync Code can be entered before verifying their Name and Date of Birth, selecting their relationship to the patient, and then directed to view and complete their pending forms.

4. Patient Form Completion

• The patient will click Begin in the lower-right corner to start. If there are multiple forms to complete, they will be presented in succession.

• Once all forms are completed, the patient will be prompted to fill out a coupon voucher (optional).

• After completion, the patient will see a “Thank You” message and return to the starting screen.  At this point, the patient would typically return the device to office staff.

Form Reconciliation

1. Access Pending Forms

• In Office Ally, navigate to the notification section at the top of the page.  This section consists of several text fields including Intake/Agreement Forms, Lab Results, and Pending OA-Rx.

• Locate Intake/Agreement Forms—a red number indicates how many forms are pending reconciliation.

2. Review and Approve Forms

• Click Intake/Agreement Forms to open a pop-up view of their submitted form(s) by the patient’s name.

• Click the patient’s name to review completed forms.

• Review each form and choose either Approve or Deny:

• Approve: Approves the document, updates stored information (if applicable) in both the PM and EHR systems, and advances to the next form.

• Deny: Forms that are denied on review because they contain incomplete or incorrect information are made available to patients again through Intake Pro or Patient Ally to be completed again.

3. Finalize the Reconciliation

• If there are agreement forms, you can choose to review them at this stage.

• Click Update to complete the process.

• All approved documents will be automatically added to the patient’s chart in EHR and their account in Practice Mate.

For further questions or troubleshooting issues with your tablet(s) provided by Office Ally, please contact Client Support at 360-975-7000.

‍