- When logged in as an owner, you'll have visibility of all employee intake forms on the appointment modal. However, for any other role, only the employee intake forms configured specifically for their role will be visible.
- Owners of child companies will have access to all employee intake forms created both at the parent level and the child level.
- Employee intake forms are service-specific, meaning appointments that include services that were not assigned to the employee intake form will not display the form whenever the hyperlink on the appointment modal is accessed
- Staff members accessing intake forms not assigned to their role will not see the form displayed
- If you switch between intake forms without saving, a warning message will appear advising you to save before proceeding
- The employee intake forms will remain editable unless the "complete" button is selected, even if the appointment is marked as completed. However, in cases where an employee intake form hyperlink contains multiple forms, your staff member can mark one form as completed while the others remain editable.
- Custom fields added to both client intake forms and employee intake forms will be synchronized, ensuring that changes made in one form are reflected in the other. For example, if the "Current Skin Status" custom field is included in both the client and employee intake forms, and the client completes that field before the staff member, the answer will automatically appear in the employee intake form.
- Each time a client or staff member edits a custom field value, it overrides the previous value. This means that the most up-to-date information is stored in the custom field. This is particularly useful for keeping records current and accurate.
- Appointments for clients with previous values entered on the employee intake form will display those previously entered values on new appointments once the "Show previous values on Employee Intake Forms" setting is enabled
- The differences between entered values will be displayed on specific custom fields once the "Display Changes From Previous Values on Employee Intake Forms" checkbox is checked when creating the custom field (e.g. someone gained weight / lost weight)
- The "View history of events" feature will show a trail for every instance when the review, save, and complete buttons are selected
- When the "Enable Employee Appointment Intake Forms" setting is activated, appointment waivers will no longer appear in the Appointment Notes section. If this setting is not enabled, the waivers will continue to be visible in the notes section. To ensure waivers are displayed if the setting is enabled, they must be included in an Employee Intake Form.
- Waivers are displayed in the order specified in the employee intake form configuration for both incomplete and completed employee intake forms
- You can add or delete waivers for both incomplete and completed employee intake forms. All other functionalities are also available, including downloading waivers, marking them as already signed, and printing waivers.
- Please note that appointment waivers do not include audit trails; therefore, the audit trail button is not displayed for them
- Once an employee intake form is saved, only the completed fields will be displayed
- Each field in the employee intake form has an associated audit trail, represented by an icon. This icon becomes active only after the first time data is added and saved, reviewed, or completed.
- The print icon will be unavailable for employee intake forms in the following cases: if the form was never assigned to any services, if it is no longer designated as an employee intake form (when the staff option is unchecked), or if the service has been deselected from those that include the Employee Intake Form
- Employee intake forms are not displayed on the booking widget
- Completed employee intake forms can be printed but when in other statutes, the print icon will be greyed out
Content
Generating Employee Intake Forms
Printing Employee Intake Forms
View Employee Intake Forms History
Generating Employee Intake Forms
Open a new appointment on the scheduler
1. Enter the client’s name > select the staff member > the service
2. Save
3. Reopen the appointment and click the SOAP Notes hyperlink
4. Clicking this will open the employee intake form modal for the staff member to complete.
- The modal will show the name of the client, family member, or pet, as well as the name of the service at the top
- If there are multiple staff intake forms, they will be displayed at the top in a tab format
- If descriptions were added for the custom field, they will be displayed above each field
5. Review/Save/Complete:
- When you click the review button, a pop-up message will appear asking for confirmation. This button will be displayed at the bottom of the modal.
- Clicking the save button saves the data entered and displays it at the bottom of the modal
- Clicking the complete button will ask you to confirm in a pop-up message and then be saved. The data entered will be in a read-only format and the action will be displayed at the bottom of the modal
6. Once data is entered into a custom field and any of the action buttons (review, save, or complete) are selected, the audit trail icon will be activated
7. Clicking the audit trail icon will expose the audit trail for that specific field
Printing Employee Intake Forms
1. On the completed employee intake form, locate the print icon at the top right-hand corner
2. Click the print icon
3. The print modal will appear and display only the completed form with the audit trail at the bottom. Set your printing preference and choose your preferred printer
4. Print
Viewing Employee Intake Forms History
Things to know:
- The "Historical View of Employee Intake Forms" will only display appointments for which an intake form has been completed
- The data will be shown in read-only mode, only showing the completed custom fields
- If there are no appointments with data in the employee intake forms, the section will display the message: "No historical data found."
To view employee intake form history:
1. From the appointment modal, select the "Employee Appointment Intake Form" hyperlink
2. When the Employee Intake Form modal appears, scroll down to the "Historical View of Employee Intake Forms" section
3. In this section, you will see the client's past appointments listed in chronological order, with each entry including the date, time, service name, and staff member.
4.To view data from the previous employee intake form for an appointment, click the drop-down arrow next to the appointment details.
5. There is no option to edit, save, review, or complete the form. The number next to the intake form represents the number of custom fields that were completed in that specific form.
For more information, contact us at support@mytime.com or (385) 233-6964.