Health Coach Intake Form

A well-designed and intuitive health coach intake form, developed to obtain a comprehensive understanding of client needs and help coaches deliver effective treatment interventions.

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What is a Health Coach Intake Form?

Whenever a new patient signs up to receive treatment at a health coach practice, they are typically asked to complete an intake form. The purposes of these forms are varied, but they primarily aim to inform the practice of information concerning a patient’s health prior to them being treated. As I’m sure you know, working as a health coach entails developing a holistic and integrated plan to help patients overcome certain barriers in their life. The goals of a patient receiving care at a health coach business may be strengthening their motivation, confidence, and determination. In order for these treatment goals to be successful, it is absolutely essential that the life coach has access to information regarding the patient’s health, as well as more generalized data. For this reason, health coach intake forms typically include sections for personal information, previous medical history, insurance information, and what the client is looking to achieve through health coaching. 

Although in theory the process of onboarding a new process should be simple, it can very easily become complicated if you don’t have access to the right resources. This is why we’ve created a downloadable PDF health coach intake form template, that can be accessed and used from anywhere, and at any time. The intake form template separates information into different relevant sections so that clients can easily complete it prior to their first appointment.

Printable Health Coach Intake Form

Download these templates for Health Coach Intake Forms to improve your paperless intake process and HIPAA compliance.

How To Use This Template For Health Coach Intake Forms

Fortunately, using the health coach intake form template requires only a very simple process. We’ve broken down what you need to do to maximize the template in this step-by-step guide:

Step One: Access the form

This one is fairly obvious, but the first step you need to take is to access the form. There’s a link to the PDF on this page, which should open in your device’s PDF reader. From there, you can either edit the document directly or you can download and store it on your device to be used at a later date. We definitely recommend downloading and saving the form, as this will make it much easier to access and edit whenever new patients come into your practice. 

Step Two: Give the form to clients

When a new client signs up to receive treatment at your health coach practice, you need to give them the intake form. You can do this in a couple of ways: either sending them an electronic copy prior to the day of their first appointment or giving them a hard copy when they come into the practice. While each of these options is perfectly fine, we recommend using the intake form electronically, as this will ensure the onboarding process is as efficient as possible and reduce the time that clients spend in the waiting room. 

Step Three: Upload data into your system

After the client has completed the intake form and given it back to you, you need to upload the data into your system. It is likely that you have some kind of EHR (electronic health records) platform in place, and these operate at their best when they have thorough and accurate client data. Be sure that you upload the client information correctly, to ensure clinical decisions remain well-informed.

Health Coach Intake Form Example (Sample)

The information that a client includes on their intake form will obviously be dependent on their own personal experiences. Nevertheless, we’ve created a sample resource to give you insight into what a completed intake form may look like.

Download this Health Coach Intake Form Example here:

Health Coach Intake Form Example

Who Can Use this Printable Health Coach Intake Form (PDF)?

This printable health coach intake form, as the title suggests, has been designed primarily for use in health coach practices. Whenever these businesses have new clients that sign up to receive their services, they should distribute the intake form to them. Additionally, there is a range of different specializations within the health coaching field, and all of these are able to use the intake form. The four main types of health coaches are:

  • General Health Coach
  • Holistic Health Coach
  • Wellness Health Coach
  • Primal/Paleo Health Coach

Although each of these types of coaching has its own specific techniques and methods of treating patients, the intake form that we have designed can easily be implemented for all. This is the same for the age of the patient, regardless of whether they are children, teenagers, adults, or elderly individuals.

Why is This Form Useful for Health Coaches?

This intake form has a range of different day-to-day uses for health coaches, including the following:

  • Automates the intake process: Perhaps most importantly, the intake form works to automate the intake process. Instead of having to ask patients individual questions and follow them up for extra information, the intake form ensures all relevant data has been collected. By doing this, you will be able to significantly reduce the amount of time spent onboarding new patients and can instead focus on delivering quality care outcomes. 
  • Data accuracy: These intake forms also help improve the accuracy of patient data that is stored in your practice’s system. When a patient completes the form and you upload their data into the system, you will be able to quickly and easily access the data that is required to develop an effective and personalized treatment plan.
  • Identify areas requiring treatment: The information that is included in an intake form provides health coaches with comprehensive and necessary details concerning their client’s health. Without these forms, important pieces of information may be missed and coaches won’t have a complete understanding of their client’s health. The data supplied will reveal specific areas that require improvement, contributing to the development of an effective treatment plan.
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Benefits of Health Coach Intake Forms Doc

Further, implementing this health coach intake form into your coaching practice has been shown to result in various benefits. Some of these advantages impact the individual life coach, whereas others are good for the practice and the overall healthcare industry. These benefits include:

Reduces time spent in the waiting room 

When patients initially come into your health coaching practice, they don’t want to spend a lot of time in the waiting room. We understand that maintaining a cohesive and organized schedule can be difficult at times, particularly given the prevalence of no-shows. This is why you want to implement a variety of resources that help to streamline onboarding and ensure patients can get straight to their appointment. Rather than asking your clients to complete the form when they come into the clinic, you should send them an electronic copy to be filled in prior to the day of their appointment. This will reduce the time spent in the waiting room, and ensure the schedule remains on time. 

Reduce the burden on administrative staff

In addition to improving patient experience, sending clients an electronic copy of the intake form will also reduce the burden on administrative staff. Rather than playing phone tag with clients trying to obtain all necessary information, you can transfer the responsibility to the clients themselves.

Improves overall patient satisfaction

Using intake forms also helps to improve overall patient satisfaction. These documents indicate to clients from the very beginning of their treatment journey that your practice cares about their health and their needs. The intake form gives clients a place where they can input any of their concerns or wants, ensuring that the care delivery process is as transparent as possible. Health coaching is intended to be a collaborative approach to improving the quality of life of clients, and using a resource like our intake form is a good way to ensure this is the case at your practice. 

Better treatment plans

With better data accuracy comes better treatment plans. Health coaches will be able to assess and analyze the information that has been included and develop a corresponding treatment plan to ensure the client’s needs are being met. As you will know, health coaching relies on developing a holistic understanding of a client, including their health but also other factors about their life. In order to achieve this understanding, coaches need to be given an insight into their clients’ lives, which is facilitated through our intake form. 

Informed clinical decisions

Overall, the intake forms help contribute to more informed clinical decisions. All of these benefits work to ensure that the patient experience is positive, data collection is accurate, and the development of treatment plans is effective. Consequently, coaches will be able to deliver quality interventions to clients, allowing them to achieve the outcomes they desire.

Commonly asked questions

What should be on a health coach intake form?

The specific aspects included in a health coach intake form will understandably depend on the professional preferences of the practice. In saying that, there are a few areas that are included in most intake forms:

  • Client’s personal details, including name, address, DoB, and contact information
  • Past medical and healthcare information 
  • Social information, including marital and employment status
  • Insurance information
  • What the client is looking to achieve at the coaching practice
Where should intake forms be stored?

Intake forms contain highly sensitive information concerning a client and their medical and personal details. As such, these documents are protected by HIPAA and need to be stored in a way that reflects this. You have a few options when it comes to storing intake forms after they have been completed: you can either store a physical copy somewhere secure, like a locked filing cabinet, or you can store them electronically using an EHR system. We definitely recommend the latter option, as most of these platforms have sophisticated security measures in place that work around the clock to ensure client protection.

Do I have to use an intake form?

Intake forms are not in themselves a legal requirement, but it is definitely the smart move to use them. Not only will they automate the onboarding process, but they have distinct benefits for both clients and coaches. If you are worried that you won’t be able to gather enough information on these forms, then that is also perfectly fine. The intake form can work in conjunction with an intake interview, during which you can ask your client any follow-up questions necessary to obtain a fuller understanding of them.

Why Use Carepatron For Health Coach Intake Form Software?

In today’s digital age, advanced software solutions are quickly becoming commonplace in the healthcare industry. Carepatron, a practice management software, is one of the best tools you can invest in if you are wanting to optimize your intake process. In addition to offering robust templates, Carepatron has a range of other features, including transcription software, that will help save you and your clients time. After clients have completed an intake form, these documents can also be stored securely in the platform, which deploys multiple levels of bank-grade encryption to ensure client data is protected at all times. The process of implementing Carepatron is also very simple. As the platform utilizes cloud-based software, there are no complex installation requirements, allowing you to quickly and easily get on with your work. 

While Carepatron is guaranteed to optimize onboarding, it would be remiss of us not to briefly mention some of the platform’s other capabilities. Developed in collaboration with healthcare practitioners, Carepatron also targets clinical documentation, medical billing and coding, patient engagement, appointment scheduling, and workflow management in order to ensure all clinical and administrative processes are optimized. If you are looking for a way to save time on various aspects of your health coaching practice without compromising the quality of outcomes, then you should look no further than Carepatron. 

Health Coach Intake Form Software

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