Send an intake form
An intake form is a link you email to the patient before their visit. They click it, fill in their information themselves (contact, insurance, medical history), and it comes back into their record in SightHub. No typing at the front desk on arrival.
When to send it
- Right after you book a new patient — they can fill it in from home.
- Before a returning patient's visit if their insurance or contact details might have changed.
- Any time the patient offers to update their info themselves.
You send it once per appointment. Sending it twice for the same appointment doesn't do anything useful — they'll get the same link.
How to send it
- Open the appointment: on the Appointments tab, click the coloured block.
- In the Edit appointment window, look on the right side under the label "Whould you like to send intake form?".
- Click the blue Send button.
You'll see a green "Intake form sent successfully" toast in the corner.
What happens next
- The patient gets an email with the intake link.
- They open it in their browser (phone or laptop — the form is mobile-friendly).
- They fill in the fields and submit.
- Their answers go into their patient record and their insurance on file.
You don't have to do anything until they show up — the record is already updated when they walk in.
If sending fails
If you see a red toast (e.g. "Intake form could not be sent"), the most common causes are:
- No email on the patient's record. Add an email on the patient's page and try again.
- The intake URL is not configured in your SightHub settings. Someone with admin access needs to set it in Settings → General → Appointment.