Practice Setup
Set up a patient intake pathway
Combine intake, consent, admin forms, and assessments into a single link patients complete before their first appointment.
8 steps · 5 min read
Checked against the product on .
The Default pathway is included. Creating additional pathways and customising Professional-only steps requires the Professional plan. The editor shows which steps your practice can use.
Before you start
- Sign in to the intended practice. Open Forms from the sidebar.
- Review your registration and consent wording before you share a pathway. A draft consent is skipped until reviewed.
- Professional lets you create and edit pathways and add practice forms or assessments. On another plan, check the Default pathway available in your practice.
Step 1: Open Pathways in Forms
You
Open Forms and find Pathways. Section order changes when a pathway is active, so use the heading rather than a section number. On Professional, use Edit beside Default or New pathway. On another plan, use the Default setup and the separate registration and consent settings.
What you should seeThe Pathways section shows the Default pathway and whether its link is Active or Inactive.
If this looks different
If Edit or New pathway is absent, check your plan and practice permissions. Use the registration and consent setup guides for their direct links.
Step 2: Name the pathway
You
For a new pathway, enter a name and press Create. The editor opens in a side panel. Give each pathway a name that explains its purpose.
What you should seeThe pathway editor opens with the name you chose. Its choices are arranged as Registration, Consent, Practice forms and Assessments.
If this looks different
If you opened Default, you can continue with that pathway. New pathway is a separate action for Professional practices.
Step 3: Review Registration
You
Under Registration, keep Registration form and choose its template, or choose Basic details only. The saved choice stays in the editor. If practice-wide registration is off, the pathway asks for basic details instead; the editor explains this beside the choice. Turning registration on restores the saved form without rewriting the pathway.
Registration
How new clients identify themselves in this pathway.
New clients complete this step. Existing clients sent from the dashboard skip straight to forms.
Your client will complete: Client Registration → Consent to treatment → 1 assessment
About 10 minutes · recalculates as you change steps
What you should seeThe selected registration option and form are visible. Customise registration fields opens its editor.
If this looks different
Registration form collects your practice questions while registration is Active. While it is off, the pathway asks for basic details. Save field edits separately before returning to the pathway.
Step 4: Choose consent and practice forms
You
Under Consent, choose a reviewed form. Draft forms need Review first; a reviewed inactive form can be activated to include it. Choose any additional practice forms required for this pathway. Review their wording before making them available.
Consent
The consent form clients sign before proceeding.
Practice forms
Select which forms clients complete after registration.
Need a new form? Create one in Forms →
Your client will complete: Client Registration → Consent to treatment → 1 assessment
About 10 minutes · recalculates as you change steps
What you should seeThe selected consent is named. Extra practice forms appear in Patient order; use the up and down controls to change that order.
If this looks different
Review first opens a draft for checking. Activate & use and Activate to include turn on a reviewed inactive form and select it; Save is still required for the pathway selection.
Step 5: Choose assessments
You
Add the assessment tools needed for this pathway. Your batteries are listed first: press Follow this battery and, once saved, the pathway and its choice on your cover page change when you change the battery. Changing a form here gives the pathway its own list; Follow this battery again goes back. Starter Batteries add a one-time copy. A pathway can contain registration and practice forms without assessments. Check the editor’s summary of what the patient will receive.
Assessments
Assessments clients complete after forms.
Your client will complete: Client Registration → Consent to treatment → 1 assessment
About 10 minutes · recalculates as you change steps
What you should seeSelected assessment names and the estimated time appear below the choices.
If this looks different
Registration and consent can be shared without assessments. An Upgrade to Professional message means assessment selection in pathways is unavailable on your plan.
Step 6: Save, then turn it on
You
Press Save to keep your changes. The last step, Turn on or off, switches the pathway on or off straight away using the last saved setup. It waits while you have unsaved changes. The header shows Active or Inactive.
Registration
How new clients identify themselves in this pathway.
New clients complete this step. Existing clients sent from the dashboard skip straight to forms.
Your client will complete: Client Registration → Consent to treatment → 1 assessment
About 10 minutes · recalculates as you change steps
What you should seeAfter Save, the footer says All changes saved or Saved. Check that before using the separate Active switch.
If this looks different
Failed to save means the previous saved setup is still in use. Keep the editor open and try Save again. Discard returns to the last saved choices. Active does not save unsaved edits.
Step 7: Copy the pathway link
You
When the pathway is Active, its Share card offers its own link, QR code and preview. This is the pathway’s direct link: it skips your cover page and opens at the pathway’s Before you begin screen. The Default pathway’s own link ends in /pathway/default. This is different from the registration form’s direct link. Preview the saved version before sharing.
Share
Send this link to clients
What you should seeThe active pathway has its own Share card with a link, QR code and Preview pathway.
If this looks different
If Share is absent, check Active. Preview the saved pathway before copying it. While registration is Active, its Share link opens registration or forwards to an active Default pathway.
Step 8: Open the pathway
The patient
The same active pathway link works for new and returning patients. With registration off, a pathway that selected the registration form asks for basic details, then continues to its included consent, practice forms and assessments. Every pathway link first shows Before you begin: what the visit holds and about how long it takes, then Begin. A sent link for a known patient normally skips the identification step.
What you should seeThe live pathway presents its included steps; registration becomes basic details while it is off. Submitted records stay with the matched person.
If this looks different
Check the saved choices and the practice-wide registration state. Preview shows the saved registration form even while it is off; the live pathway uses basic details.
Frequently asked questions
Will turning registration off break my pathway links?
No. Active pathways that use the registration form ask for basic details while registration is off, then continue to their other steps. Their links stay the same. Turning registration back on restores the selected form. A pathway’s own Turn on or off step is separate and still controls whether its link can be opened.
Do I need a separate link for returning patients?
You can share the same pathway link. Matching uses the details the person supplies. A direct send from a patient record is another way to request selected forms.
Does turning a pathway on save my edits?
No. Turn on or off uses the last saved setup, and it waits while there are unsaved changes. Press Save first.
What happens to signed consent when I edit a template?
An existing signature retains the version signed. Review the updated wording and save it for future signing.
Related guides
Turn on your registration form
Switch on the form new clients fill in about themselves, and choose what it asks.
Review your consent forms
Your practice starts with consent and admin forms already drafted. Read each one, change what you want, and make it live.
Share your onboarding link
Your permanent practice link. patients register, sign consent, and complete forms without you creating their record first.
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