Intake Forms vs. CRM Web Forms

The term ‘form’ is generally used for different methods of collecting information, including booking and intake. However, to provide clarity within our system, we make a specific distinction between two tools:

Questionnaires on the EMR, and
Forms in the CRM.

Understanding the difference between them will help you know which one to refer to and when to use it.

Questionnaires (EMR)

Questionnaires, also known as Async Consultations, are handled on the EMR portal. Their specific purpose is to gather medical information from patients. This information is considered Protected Health Information (PHI).

The table below summarizes the key aspects of Questionnaires.

Key Aspect	Description
Purpose	To collect the necessary medical information that a physician needs to review before writing a prescription for a product.
Patient Interaction	Patients fill out these forms in the Patient Portal after purchasing a product that requires a prescription.
Creation	They are created by the CarePortals team and added to the platform’s backend. Currently, there is no user interface tool to create or edit these forms.
Creation Restrictions	These forms aren’t typically user-created because they include complex medical logic and can be owned by the physician groups that provide the medical consultations.
Usage	You can assign an existing intake form as a requirement when setting up a product in the Store Manager > Products. You can also manually submit it through the EMR portal.

We are working on a new feature that will allow you to build medical intake forms (questionnaires) from the user interface in the future. We will let you know when this tool is available.

Forms (CRM)

Forms are created and managed within the CRM. Their main use is for Booking, but they also have the flexibility to be used as standalone web forms for other data collection needs.

Here is a summary of the key features of CRM Forms.

Key Aspect	Description
Purpose	Used for booking appointments or as standalone web forms, such as a Contact us form.
Patient Interaction	Patients interact with these forms directly on your brand's website, not in the Patient Portal.
Creation	They are created and customized using the form builder tool located in the Admin > Forms section of the CRM Portal.
Usage	After being built, the form can be embedded on your website using a code snippet.

Quick Comparison

Here is a simple table to help you see the key differences at a glance:

Feature	Questionnaires (EMR)	CRM Forms
Primary Use	Collecting patient medical data for prescriptions.	Booking appointments or for use as standalone web forms.
Also Known As	Async Consultations.	Booking Forms, Web Forms.
Where to Find Them	Assigned to products Requirements in the CRM or in the Questionnaires tab of a patient’s profile in the EMR portal.	In the Forms manager section of the CRM Portal.
How to Create Them	Built by the CarePortals team in the backend.	Built by an authorized user with the form builder in the CRM.
Can I Customize Them?	Yes, however, if you’re using a physician group intake form, an approval is needed for it to be customized.	Yes. They are fully customizable through the form builder.
Where Patients See Them	In the Patient Portal, after purchasing a specific product or manually from the EMR portal.	Embedded directly on your website either via our booking app or standalone.

Next Steps

Now that you can distinguish between the two types of forms, these guides will help you put that knowledge into practice:

How to Configure a CRM Web Form: Learn how to use the CRM form builder.
How to Create a Product (One-Time and Subscription): Learn the step-by-step process for adding new products and assigning requirements like Medical Intake Forms.
The Workflow Automation Engine (Explanation): Get an overview of how to automate actions that can be triggered by events like a product purchase or a CRM Form submission.