Massage Intake Form

Utilize our massage intake form template to improve accuracy, efficiency, and organization and help you achieve your goals.

Use Template Now

What is a Massage Intake Form?

A massage intake form is a document that collects information concerning a new patient. This information is needed in order to ensure the massage therapist has a comprehensive insight into the patient’s health condition and is able to respond to their care needs appropriately. Although the specific content of a massage intake form will depend on the relevant practice, most of them cover information regarding the patient’s personal details, past medical history, and what they are looking to achieve by receiving massage therapy. To help insure that the intake process is as seamless as possible, we’ve designed an intuitive and comprehensive Massage therapy practices can distribute these forms to new patients prior to their first session. The data that they collect can then be stored in a secure and accessible way to ensure that therapists are effectively using this information to deliver the best quality of care possible. In this guide, we’re going to run you through how you can utilize this template to your advantage, with a quick step-by-step overview, sample document, and various associated benefits. Let’s get started!

Printable Massage Intake Form

Check out these free intake forms for massage therapy intakes to help record your client's details and consent more efficiently.

How to Use This Template For Massage Intake Form

Effectively using our intake form within your massage therapy business is very simple. To maximize what you get out of the massage intake form template, just follow these steps. 

Download the template

Naturally, the first thing you need to do is download the template. There’s a link to the PDF version a little further down this page, and you simply need to click on it and you’ll be taken directly to the template. From here, you can either edit the form immediately, or download it onto your computer where it can be accessed at a later date. 

Distribute to patients

The next thing you need to do is give the intake form to your patients. Whenever you have a new client, you should give them a copy of the template to fill out. Whether they complete the form prior to their appointment day or when they come into the practice for their first session is entirely up to you, as long as it gets done before the appointment. You can also choose whether to send your patients a link to the template online, or give them a physical copy. 

Upload the data to your system

After the patient has returned the completed intake form, you need to upload it to your practice’s system. This type of information helps to ensure that the massage therapist is well-informed and can make the appropriate clinical decisions right from the very beginning. 

Ensure it is stored securely 

It’s important to remember that these intake forms will contain PHI and as such, need to be protected by adequate safeguards. Protecting the privacy of your patients is a legal requirement and in order to prevent damaging your reputation or receiving a costly fine, you need to ensure you have protective measures in place.

Massage Intake Form Example (Sample)

Sometimes the best way to understand how to use a new tool is to look at it in action. This is why we’ve created a sample massage intake form with each of the sections filled out according to a fictional new patient. Although the specific details of the note will evidently vary, this sample should give you an insight into how the template functions. 

Download this Massage Intake Example here: 

Massage Intake Form Example (Sample)

Who Can Use this Printable Massage Intake Form (PDF)?

The massage intake form template that we have designed is specifically tailored toward patients who are receiving services at your practice for the first time. As I’m sure you know, the intake process is important. It helps keep healthcare practices compliant by providing them with all of the information required to deliver high-quality care services. Additionally, intake processes inform businesses of insurance information, helping them verify providers and get reimbursed faster. 

In terms of the specific kinds of massage therapy that this intake form is applicable to, we’ve ensured that it can be used by anyone, including therapists who have the following specializations: 

  • Deep tissue massage therapy
  • Sports massage therapy
  • Shiatsu massage therapy
  • Hot stone massage therapy
  • Pregnancy massage therapy
  • Swedish massage therapy 

At the end of the day, provided you are requesting new information regarding a patient, then this intake form will be applicable to the task.

Why is This Form Useful For Massage Therapists?

Massage therapists, especially those who treat multiple patients, often lead very busy lives. In order for a tool to be effective in their professional work, it needs to have multiple daily uses, which our intake form does:

  • Organization: Using this massage therapy intake form is guaranteed to improve the organization at your business. You can store the form online or print it out and keep it somewhere accessible. The information on the form has already been structured and formatted for you, and you simply have to give them to your patients, who will fill them out accordingly. 
  • Accuracy: Given that we have already created these intake forms and have ensured that they contain all relevant information, you can rest assured that all of your patient data will be 100% accurate. When you are obtaining patient information, this data is used to inform clinical decisions so it is very important that it is accurate. With our intake form template, you can guarantee accuracy without having to do the hard yards yourself – it’s a win-win!
  • Saves time: Lastly, but definitely not least, our intake form template will save you time. You no longer have to worry about formatting these forms or conducting lengthy intake interviews, as the template already does this for you.
Massage Therapist Software Feedback

Benefits of Massage Intake Forms

In addition to having different uses, the massage therapy intake form has a range of benefits that are guaranteed to positively influence your business. Some of these advantages include:


Intake forms that are given to patients prior to them coming in for their first appointment are designed to elevate the workflow at a massage business. If these forms are completed this way, then the time spent in a waiting room is minimized, and patients can just go directly to their appointment. In turn, administrative and clinical staff don’t have to wait for the patient to complete this information as the data will already be stored in the system.

Patient satisfaction 

Reduced waiting room times and a more seamless intake process will also improve patient satisfaction. First impressions are very important when it comes to healthcare, and you should be doing everything you can to ensure patients experience a smooth transition into your massage therapy practice. Remember: with good patient experience comes good reviews, meaning more patients!

Get paid faster

The medical billing process is likely the most complex aspect of working in healthcare. With frequently introduced regulations, the number of rejected and denied claims is ever-increasing. As such, healthcare businesses are on the lookout for strategies to ease the process of billing, which is where this intake form can play a part. Reimbursement begins with intake. If you ensure that every patient’s insurance provider has been verified prior to upcoming sessions, then the process of submitting a claim will be significantly simplified, claim errors will be reduced and you can look forward to getting paid faster. 


Having a good intake process reflects well on the transparency of care delivery. As the healthcare industry gradually migrates to a value-based care model, finding effective ways to deliver care transparently has never been more important. Using intake forms indicates to your patients that you value their needs and wants and allows you to be better prepared prior to their first session. 

Informed decisions 

One of the best aspects of using intake forms is that they facilitate more informed decisions. The information that patients record will provide you with a thorough insight into their health status and the type of treatment that they are looking for. This data contributes to better decisions and hopefully also better outcomes!

Commonly asked questions

Why are massage intake forms important?

Massage intake forms are important because they provide the massage therapist with all of the information required to properly address and treat their patient’s needs. These forms also include sections regarding insurance and family medical history, which serve the purpose of informing the massage practice of anything that could have an impact on the treatment the patient receives.

How do you fill out this massage intake form?

You have a couple of options when it comes to patients completing this intake form. You can send them a link to the PDF template online, which they can edit directly and send back to you. Alternatively, you can print out physical copies and distribute them to patients when necessary. Although both of these options are perfectly fine, we recommend using online versions. This will streamline the process by allowing patients to complete the form without coming into the practice. It also means you’ll have the data in your system prior to the session and can access these records quickly and easily.

Where do you store intake forms? 

After a patient has given a completed intake form back to you, you need to store it securely. Similarly to how patients choose to complete the form, you can decide how to store it. Once again, we definitely recommend storing intake forms online. Using an EHR or other system will ensure that the data has adequate safeguards in place, guaranteeing your patients maintain their privacy.

Why Use Carepatron For massage intake Form?

If you work at a massage therapy practice that is looking to improve their intake process, then we think you should check out practice management software like Carepatron. Carepatorn has developed a system that streamlines various clinical and administrative processes, including intake, allowing practices to save countless hours. In addition to offering robust intake form templates, Carepatron has a range of different workflow and patient engagement tools. These help boost the transparency of care, as well as establish effective communication between patients and providers. For example, Carepatron is integrated with a patient portal, where clients can access their upcoming appointments and payment information, helping them play a more hands-on role in receiving care. Further, Carepatron has sophisticated storage capabilities where massage therapy practices can store all of their patient data. The platform employs bank-grade encryption to guarantee this data is protected at all times, contributing to safe and secure care delivery.

massage intake software
Why are massage intake forms important?
Why are massage intake forms important?
Written by

Join 10,000+ teams using Carepatron to be more productive

One app for all your healthcare work