Google

Steps on how to Fully Complete Guest Intake Forms

I want to clarify, this is for first timers or if your lost on the steps, once receptionist remember how to do them, it typically takes less than a minute to do start to finish.

• Set-Up
1. Go to Jotform by clicking "Here" or by opening it via google bookmarks
• Downloading
1. Click the name of the person for which you are completing the form for
2. On the far right, click the 3 verticle dots which are next to the button that says "Comment"
3. Click "Download" > "IntakeForm PDF"
4. While the form is downloading, quickly Triple-click the Client's First name, this will highlight the whole Name
5. Now on the keyboard Hold "Ctrl" down, then press "C", this will copy the name. (You can let go of Ctrl and C, P.S. this keyboard combo saves so much time)
6. Now on the very top right corner of the Google page, there is a download symbol that looks like an arrow pointing at a bow/plate,Click the Download symbol. (If you dont see that as described, go to step 1, if you redid step 1 and it still doesnt show, refresh Jotform)
7. Hover your mouse over the downloaded form, and click the futton that looks like a Folder icon. (if you hover over the folder Icon, it will say "Show in Folder", this will open the File Explorer Screen)
8. Long press + hold the button down to move the File after you open the folder then drag it to the folder on the left side of the File Explorer screen labeled "Guest Intake Form". You can find it by scrolling up or down on the list of available folders
9. After you drag the File into the Guest Intake form folder, you can exit File Explorer
10. Congrats, were done with the first section! (I promise its not always this bad 😢)
• Entering The Information (Document)
• Document Tracking
1. Go back to Daysmart and go to the day of the clients appointment, Right-Click therir appointment and click "View Client Info"
2. Once you put your PIN in, on the bottom right of the screen thay opened, click "Edit Client"
3. Once you put your PIN in again, at the top of the new screen look for the option "Document Tracking" and Click Once to open it. (If your already on it thats fine!)
4. Look towards the bottom right of the screen, you will see buttons labeled "Add Document" "Edit Document" "Remove Document" Etc.
5. If there is already a form in the persons account, youll select, "Edit Document". whereas, if there is no file in this account, you'll click "Add Document"
6. On this pop-up, for the document name youll want to enter it in a format like this
• "First Last Intake Form"
7. Now youll double check "Document Type:" is set to "Guest Intake Form"
8. On the section labeled "Document Tracking" youll click "Select"
9. Scroll up or down to find the folder labeled "Guest Intake Forms" and once you do, click on it once.
10. Find/Locate the file you put in from the steps in the Downloads Section and Double Click
11. Finally, click "OK" on the bottom right of the current pop-up
12. Finished Document Tracking
• Contact Information
1. Click the "Contact Information" tab on the "Edit Client" pop-up after you finished your Document tracking.
2. Double check all following information is updated/added if possible
• First and Last Name
• Title (Pronouns)
• Address (Line 1, Line 2, and Zip (which auto updates State and City when entered))
• Birthday Month, Day, and Year (Click the check box labeled "Include Birthday Year")
• Phone Number - Mobile
• Email Address - Double check "Send Appt Notification Emails" is checked
3. Finished Contact Information
• Marketing
1. Click the "Marketing" tab on the "Edit Client" pop-up after you finished the Contact Information
2. Double Check the referral type is the same as on the Intake Form, If there is an option already selected, dont change it.
• If the client chose Referral but didnt give you a name on the Intake Form, please ask them for the persons name and see if their in ur system. To check, stay in the same "Marketing" tab and click "Select" which is towards the top middle of the pop-up, then look the client up.
• If there is a client match, please give both of them a referral discount. THIS IS ONLY ALLOWED ON THEIR FIRST APPOINTMENT TO AVOID LIARS GETTING EXTRA DISCOUNTS.
3. Finished Marketing
• Final Steps
• Go to jotform on google
• open the clients intake form found on jotform
• Right click the clients form and click "Move to Trash"

YOU'RE DONE!