Cut no-shows with automatic appointment reminders
“People book and then just don't turn up, and that empty slot is gone for good.”
Operations
Collect client intake forms before they arrive
“Clients show up, spend 15 minutes filling out paper clipboards in the waiting room, and it throws off the whole schedule.”
The short answer
Require a digital intake form to be completed immediately after booking, before the appointment is fully confirmed. Link a HIPAA-compliant (if necessary) digital form directly in the booking confirmation email. This ensures you have their history before they walk in the door, allowing you to prepare properly and starting their appointment exactly on time.
- 5 hours/week back
- 45 minutes to set up
- Medium difficulty
What you'll need
- Jotform free tier
Offers a BAA for HIPAA compliance on higher tiers. Excellent builder. - Google Forms free tier
Good for non-medical, non-sensitive information. - Acuity / Jane App
Many clinic-focused booking tools have intake forms built right in.
We are not paid by any tool listed here. If a cheaper or better option exists, that's what you'll see.
How to set it up
- Check your existing tool
If you use Jane App, Mindbody, or Acuity, build the form natively there first.
- Digitize your clipboard
If using Jotform, translate your paper form into a clean mobile-friendly format.
- Update your confirmation email
Add a bold link to your booking tool's confirmation email: 'Action Required: Please complete your intake form before arriving.'
- Add a reminder
In your 24-hour appointment reminder, add: 'If you haven't filled out your intake form yet, please do so here: [Link].'
Common questions
- What if they still don't fill it out?
- Have an iPad ready in the waiting room. But getting even 70% of clients to do it beforehand saves hours.
Last reviewed 2026-07-30. Tools change — if something here is out of date, tell us and we'll fix it.