23%
Average patient no-show rate across 105 studies
The average no-show rate was around 23%. A form sent with the reminder is a second nudge: patients who have just completed their intake are patients who are planning to attend.
Patient intake forms
Patient intake forms completed before the visit, saved to the record
Patient intake forms software sends registration, consent, screening and outcome questionnaires to patients before the appointment, collects the answers online and files them on the patient record. Capra builds the forms, assigns them by appointment type, reminds patients to complete them, captures signatures, and pushes the data into the EHR you already run.
- 30-minute walkthrough
- No obligation
- Nothing to install
The problem
Paper on the day delays the appointment and ends up as typing
A clipboard in the waiting room starts the appointment late, a form sent by email comes back half the time, and a free form-builder keeps answers somewhere other than the patient record.
Forms that never come back
Reviews of clinic software are full of intake forms that were sent and never completed, with nobody chasing because nobody could see what was outstanding.
A generic form builder is not a patient record
Answers collected in a general-purpose form tool sit outside the record, get retyped, and leave the clinic unsure where the data is and who can see it.
Where completed forms land
Answers, signatures and documents on the same record as the notes
Browse a sample record: the overview shows which forms are complete, the documents tab holds the signed consent, and the questionnaire score sits beside the vitals it belongs with.
Everything a clinician needs before the patient walks in: next appointment, what they're taking, the last note and any forms still open, on one screen.
Vitals are captured against the visit and trend over time, so a reading is never just a number in a note.
Current and stopped medications with their history sit on the same profile as the notes that changed them.
Every note is versioned. You can always see what changed, who changed it and when, which keeps record-keeping accountable.
Referrals, signed consent and generated letters are stored against the patient and can be shared to the portal while the original stays on file.
How it works
Digital intake in three steps
Most clinics replace their paper forms within a few days, starting with registration and consent.
Build or import your forms
Registration, consent, screening and outcome questionnaires in the form builder, with short text, dropdowns, scales, uploads and signature fields.
Assign them by appointment type
A new-patient appointment sends registration and consent; a follow-up sends the outcome measure; an aesthetics treatment sends its own consent form.
Patients complete them before the visit
The link goes out with the reminder, Capra chases the ones still open, and every answer lands on the record and in your EHR before the patient arrives.
Patient intake, in detail
Every form a clinic sends, completed before the door opens
Registration, consent, questionnaires and outcome measures that share one patient record and one reminder.
Intake and registration forms, online
New patients register from a link on their phone: demographics, contact details, insurance or self-pay, history, medications and the questions your clinicians actually need. The record is created or updated from the answers, so reception never retypes a form.
- Registration and history forms sent with the booking confirmation
- Answers create or update the patient record
- Insurance and self-pay details captured once
Consent forms for aesthetics, dental and surgical clinics
Treatment consent is read and signed on the patient's own device before the appointment, with the version of the form, the timestamp and the signature stored together. Templates can be held in English and Arabic, and a changed consent form keeps every earlier signed version on file.
- E-signature with the form version and timestamp recorded
- Templates in English and Arabic
- Earlier signed versions kept on the record
Questionnaires and outcome measures
Screening questionnaires and outcome measures are scored on submission and charted over time on the record, so a physiotherapy or counseling clinic sees progress between visits rather than hunting for last month's score.
- Scored questionnaires with results on the record
- Outcome measures charted visit by visit
- High-risk answers flagged to the clinician
Reminders to complete, nothing on the day
The form link goes out with the appointment reminder on SMS, WhatsApp or email, outstanding forms are chased automatically, and reception sees who still has something open before the patient arrives.
- Forms sent with the reminder on the patient's channel
- Automatic chasing of outstanding forms
- Outstanding forms visible on the day list
Pushes the data into your EHR
If your clinic keeps its clinical record in another system, completed intake data is mapped field by field and sent there through an integration built during onboarding. Your clinicians open the record they already use and the intake is already in it.
- Field-by-field mapping into your EHR or EMR
- Signed documents attached to the external record
- Every transfer logged in the audit trail
Configured for you
Forms set up for your specialty
Your onboarding lead builds the first set of forms with you from the paper and PDFs you use today.
Field types
- Short and long text, dropdowns, checkboxes and scales
- File uploads and photos
- Signatures with timestamp and form version
Assignment rules
- By appointment type, specialty and location
- Once per patient or before every visit
- Assigned to groups for recalls and campaigns
Consent and versions
- Versioned consent templates
- Earlier signed versions kept on file
- English and Arabic templates side by side
Reporting
- Completion rate per form and appointment type
- Outstanding forms by day and clinician
- Questionnaire scores over time
Connects to
Where intake data needs to end up
The portal and messaging are live today; record and specialty systems are connected during onboarding.
- Your EHR or EMR
- Your patient portal
- e-signature tools
- Physitrack
- Google Calendar
- Microsoft Outlook
Security & reliability
Built for healthcare, trusted with patient data
Defence in depth, from the first message to the last record. This is how we operate, not a badge.
Encrypted in transit and at rest
Connections use current TLS with HSTS, and stored data is encrypted with keys managed by our cloud provider.
Least-privilege, role-based access
Permissions come from defined roles, privileged access needs multi-factor authentication, and rights are reviewed regularly.
Monitored and logged
Security-relevant events are recorded, retained and reviewed so unusual activity can be investigated quickly.
Backed up and resilient
Critical data is backed up regularly and protected like production, with processes to restore service after a disruption.
Hosted where you need it
UK clinics are hosted in the UK by default; deployment in other regions, including the UAE, is available on request with the same protections.
Connected to your systems
Capra connects to the record, calendar, accounting, messaging and claims systems you already run; integrations are built with you during onboarding.
Works with the tools you already use, with human support in UK and UAE hours
- Google Calendar
- Microsoft Outlook & Teams
- SMS (Twilio)
- WhatsApp Business
- Email (DKIM verified)
FAQ
Questions, answered
What is patient intake software?
Patient intake software replaces the clipboard: registration, consent, screening questionnaires and outcome measures are sent to patients before the appointment, completed online and filed on the patient record. Capra adds reminders to complete them, signatures, scoring and a connection to your EHR.
Can patients complete forms on their phone?
Yes. The form link arrives with the appointment reminder on SMS, WhatsApp or email and opens in the browser on any device. There is no app to install and no account to create; the patient completes the form and it lands on their record.
Can consent forms be signed electronically?
Yes. Consent forms include a signature field, and Capra stores the signature with the version of the form the patient read and the time they signed it. If you update a consent form later, the earlier signed versions stay on the record.
Do intake forms reduce no-shows?
They help. A form sent with the reminder is a second nudge and a signal of intent: patients who have completed their intake are patients who are planning to come. Combined with one-tap confirmation and a deposit where appropriate, it is one of the simpler ways to cut no-shows (DNAs).
Can we score questionnaires and track outcome measures?
Yes. Questionnaires are scored on submission, the score is stored on the record and charted over time, and high-risk answers can be flagged to the clinician before the appointment. Physiotherapy, counseling and chronic-care clinics use this to show progress between visits.
Does the intake data go into our EHR?
Yes. If your clinical record lives in another system, completed intake answers and signed documents are mapped into it through an integration scoped and built with you during onboarding, with every transfer logged. Your clinicians keep using the record they already open.
Can we see which patients still have forms to complete?
Yes. Outstanding forms show on the day list and on each record, and Capra chases them automatically on the patient's channel. Reception sees before the patient arrives who still has something open.
Can forms be in Arabic as well as English?
Yes. Templates can be held in both languages and the patient receives the version matching the preferred language on their record, which matters for clinics in the UAE and for any practice with a multilingual patient base.
Who can see completed forms?
Access follows roles: clinicians see clinical questionnaires, reception sees registration and consent status, and billing sees insurance details. Every view and change is recorded in the audit trail, and data is encrypted in transit and at rest.
How long does it take to go digital?
Most clinics have their registration and consent forms live within a few days, starting from the paper forms and PDFs they already use. Questionnaires, outcome measures and the EHR connection follow the onboarding plan agreed with your named lead.
Explore more
Further reading
Patient engagement
The Patient Portal Nobody Uses: Why Logins Kill Adoption and What Works Instead
Why most patient portals go unused, how logins kill adoption, and what works instead: a secure link from the reminder, no login, and one thing to do.
6 min read
Clinic operations
Paper Intake Forms to Digital in One Week: A Day-by-Day Plan
A day-by-day plan to move a clinic from paper intake forms to digital: audit the forms, rebuild them, send them with reminders, and train the front desk.
6 min read
See Capra in action
Bring every patient conversation together.
Book a personalized demo and we'll show you exactly how Capra fits your practice, with your channels, your calendars, and your workflows.
- A walkthrough tailored to your team
- Answers on setup, security & migration
- No pressure, no obligation
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