Provider Manual · Part II

Intake review

An intake coordinator, MA, or nurse screens what patients completed before the visit — marks it reviewed, flags it for the provider, or sends it back — and the provider sees the result in the pre-visit preview.

6 sections~9 min read4 screenshots

Part II · continued

Intake review

2.13What intake review is

Screen pre-visit questionnaires and paperwork before the provider sees the patient

Intake review gives your intake coordinator, medical assistants, or nurses a worklist of what patients completed before upcoming visits — the questionnaires your questionnaire rules sent and, if you choose, the paperwork they signed. For each visit they can mark items reviewed, flag something for the provider, or send a questionnaire back to the patient to fix. Providers see the outcome in the pre-visit preview. Intake review is off until an administrator turns it on; until then nothing changes for staff or patients.

What needs a human

Safety flags always do — for example PHQ-9 item 9 or a C-SSRS ideation answer.
Beyond that, your settings decide: everything, or only new patients, elevated scores (PHQ-9 ≥ 10, GAD-7 ≥ 10, positive screens), and chosen visit types.
Everything else is marked No review needed automatically, so staff only look at what matters.

What “Reviewed” means

A staff member has pre-screened the item: it is complete, and anything concerning was flagged.
It is not the provider’s clinical interpretation — the provider still reads the results.
Reviewed questionnaires carry a Reviewed chip with the reviewer’s name and date.

Where items come from. A questionnaire joins the worklist the moment the patient submits it; signed paperwork and anything still outstanding are picked up by a check that runs every 5 minutes. Visits in the next Look ahead days (7 by default) appear. Once an item’s decision is made, later settings changes do not re-sort it.

2.14Turn it on

Admin > Intake Review

Open Admin > Intake Review (or the gear on the worklist). Organization administrators — practice admins, office managers, and owners — and staff with Manage SOAP templates, letter templates, and questionnaires can change it. The dialog is titled Intake Review: “Review questionnaires and signed paperwork before each visit.”

Switch it on. Under Intake review, turn the switch to On (“Staff see the Intake worklist; providers see review status in the pre-visit preview.”).
Start from Quick setup. Recommended — new patients, elevated scores, and paperwork, badge only. Behavioral health — the same rules plus a daily to-do at 7:00 AM. Review everything — every questionnaire and form, with a to-do per visit. A preset only fills the form; nothing is saved until you click Save.
Decide what needs a human review. Everything, or Only when… with any of New patients (first visit with the practice), Elevated scores (moderate or higher, positive screens), and These visit types. With nothing ticked, only safety flags need review.
Set scope and timing. Include signed paperwork (on) puts consents and forms beside questionnaires. Look ahead sets how many days of appointments appear (1–30, default 7).
Choose how reviewers are told. Under Who reviews: Badge only (the default — the Intake button shows a count), A daily to-do (one to-do each morning at the Send at hour, practice time), or A to-do for each visit as forms come in (completed automatically once the visit is reviewed). The to-do options need Recipients. Also send safety-flag to-dos to these recipients adds your reviewers to the safety to-do providers always get.
Flags and send-backs, then save. When a reviewer flags something, create a to-do for the visit’s provider (on) and When sending a questionnaire back, keep the patient’s previous answers (on) set the defaults for those dialogs. Click Save; it confirms “Intake review settings saved”.

Intake Review settings dialog with the switch On, Quick setup cards for Recommended, Behavioral health and Review everything, and What needs a human review set to Only when with New patients and Elevated scores ticked and a row of visit-type chips — Turn it on, pick a quick setup, and choose what needs review.

Lower part of the Intake Review dialog with Badge only selected, a Recipients picker listing providers and admins, the Also send safety-flag to-dos switch, and the two Flags and send-backs switches turned on — How reviewers hear about new work, and the flag and send-back defaults.

Recipients. Only providers, administrators, and staff with the intake review permission can be picked (up to 25). The dialog blocks Save until you pick at least one when a to-do option or safety to-dos for reviewers is chosen.

2.15Who reviews

Give staff intake review access

Reviewing needs the Intake Review permission — “Review pre-visit questionnaires and signed paperwork, flag intake for providers, and send questionnaires back to patients.” (the settings call it the Review intake permission). Providers and practice administrators, office managers, and owners can always review.

Use a role profile. The Medical Assistant and Nurse role profiles include it, and the new Intake Coordinator role profile is built around it: “Reviews pre-visit questionnaires and paperwork, contacts patients, and schedules.” It grants scheduling, patient records (view and edit), documents, messaging, chat, to-dos, the softphone, kiosk operation, and intake review — deliberately no payments, billing, or chart documentation.
Or add it to anyone. In Admin > Staff / Assistants, open the staff member, and on the Access step either pick role profiles or use Customize granular permissions and tick the permission under Intake Review.

Questionnaire lists now respect patient access. Practice-wide lists of questionnaire assignments and responses need patient view or edit access; skipping an assignment needs patient edit access. Staff profiles without them (for example Biller, Billing Manager, Check-in Kiosk) no longer see those lists, and a Referral Coordinator can no longer skip assignments.

2.16The Intake worklist

Work the Intake worklist

Reviewers get an Intake button in the toolbar. Its badge counts visits that need review (for providers, their own) plus flags waiting for you, within the look-ahead window. It opens the Intake review page, which shows the date range and “times in” your practice time zone.

Pick the days and people. Today, Next 3 days, Next 7 days (the default, matching the look-ahead), or Custom (up to 31 days). The provider filter starts on All providers — providers start on their own visits — and Search patients finds a name.
Choose a tab. Needs review, Flagged, Awaiting patient, Reviewed, and All, each with a count. Visits are grouped by day; each row shows the time, patient, age and sex, New patient and Safety flag chips, the provider and visit type, “3 of 3 received”, and a chip per item with its score (for example PHQ-9 12/27 · Moderate depression).
Review a visit in the side panel. Click a row. The panel lists the visit’s items with their status; click one to read its answers (safety answers are highlighted in a red Safety flag box) or, for paperwork, View signed PDF. The reason it needs review shows under its name, for example Elevated score or New patient.
Decide. Per item: Mark reviewed, Flag for provider, Send back (questionnaires only), or Undo on a reviewed item. For the whole visit: Mark all reviewed, which moves you to the next visit automatically. Add note leaves an internal note (“Internal note (staff only)”); History shows who did what.
Clear routine visits in bulk. Tick visits (or the select-all box) and click Mark reviewed (n visits), up to 100 at a time. The toast offers Undo for 8 seconds. Bulk review across several visits skips safety-flag items — those are reviewed one visit at a time.

Intake review page for Sep 25 to Oct 2 with date filters, a provider filter and patient search, tabs Needs review 4, Flagged 0, Awaiting patient 1, Reviewed 1 and All 6, visits grouped by day with PHQ-9, GAD-7 and Consent to Treat chips, New patient and Safety flag chips, and a side panel for one visit showing the PHQ-9 answers with Mark reviewed, Flag for provider and Send back buttons and a Mark all reviewed button — The worklist groups visits by day. The side panel shows the answers and the actions for the selected item.

Visit status	Meaning
`Flagged`	A reviewer flagged an item for the provider and it is not acknowledged yet.
`Needs review`	At least one item needs a human look.
`Awaiting patient`	Items are still with the patient (the item chip reads `Waiting on patient`).
`Reviewed`	Everything received has been reviewed or sent back.
`No review needed`	Everything received was cleared automatically by your rules.

To-dos, if you chose them. The daily to-do reads, for example, “Intake review: 4 visits need review (Mon, Sep 28 - Fri, Oct 2)” with a count per day and no patient names. The per-visit to-do reads “Intake ready for review: Mon, Sep 28 at 9:30 AM visit” and completes itself once the visit is reviewed or has passed.

2.17Flag or send back

Flag something for the provider, or send a questionnaire back

Flag for provider

Open the dialog. Flag for provider on an item opens Flag for provider. On a safety-flag questionnaire it warns: “This questionnaire has a safety flag. The provider already received a safety to-do; add what they should know.”
Write the note. Note for the provider is required (up to 1,000 characters) — “Internal only. The patient never sees this.”
Send it. Leave Create a to-do for <provider> ticked to give the provider a to-do (“Intake flag for Mon, Sep 28 at 1:00 PM visit: PHQ-9”), and click Flag. The item counts as reviewed and the visit moves to Flagged until the provider acknowledges it.

Send back to the patient

Open the dialog. Send back (questionnaires only) opens Send back to the patient. For a visit within 24 hours it warns that the patient must finish before they can check in online.
Tell the patient what to fix. Type a Message (required, up to 500 characters) or tap a quick message such as “Some answers were left blank. Please finish the questionnaire.” — “The patient will see this message in the portal. It is not sent by text or email.”
Keep their answers. Keep their previous answers (on by default) re-opens the questionnaire pre-filled, so the patient only changes what is needed; photos are not carried over. Click Send.

What happens next. The original item shows Sent back, and the patient gets a text, email, or app notice (following their preferences) that says only “Your care team asked you to update a health questionnaire for Tessa. Sign in to the patient portal…” — never your message. When they resubmit, the new answers return to Needs review as Updated after send-back. A questionnaire can be sent back up to 3 times per visit.

2.18Providers & patients

What providers and patients see

Providers

The calendar’s Previsit column adds an icon — a flag, an amber dot (needs review), or a green check (reviewed) — with details on hover, such as “Intake reviewed by Marisol V. · Sep 25, 3:05 PM”.
The Visit Readiness panel of the pre-visit preview leads with the intake status: red flag cards with the reviewer’s note and an Acknowledge button, then a line such as “2 intake items need review” or “Intake: no review needed”.
Acknowledge (any provider or administrator) turns the flag grey and completes the provider’s flag to-do.
Reviewed questionnaires carry a Reviewed chip in Visit questionnaires and Intake & screening questionnaires.

Patients

A sent-back questionnaire opens with a banner, A note from your care team, showing your message, and “Your earlier answers are filled in. Update what’s needed and submit.”
It appears on the visit’s checklist, or on Home as “Update requested by your care team” when it is not tied to a visit.
Patients never see flags, internal notes, review status, or who reviewed their answers.

Safety flags reach the provider regardless. A questionnaire with a high-severity answer still creates the safety to-do (“Safety flag on PHQ-9: …”) and chart alert for the treating provider as before; intake review adds the reviewer’s look on top, it does not replace it.

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