Who needs it
It comes up most for healthcare practices, dental practices, veterinary clinics, specialist practices, law firms and pet services businesses.
New client intake forms: how it should work on your website
Intake forms collect the details you need before a first appointment, so the first meeting starts with the real conversation.
Ways to build it
Use the secure intake or registration forms provided by your practice or client management system, linked from the website.
Where that system has no forms, build a secure form that delivers straight into the approved system, never to email.
Handling sensitive information
Intake forms often hold personal details. Send them to a secure system chosen for client records rather than an email inbox, collect only what the first appointment needs, and say on the form how the information will be used. The OAIC explains which organisations the Privacy Act covers.
Where the website stops
The website hands over when the submission is stored in the system the practice or firm uses for client records.
The visitor journey
Step by step, and what the website must do
- 1
Receives a link after booking or opens it from the site
The form is reached from a booking confirmation as well as the website.
- 2
Completes the form in sections
Sections can be saved and finished later on a phone.
- 3
Gives consent where needed
Consent wording explains how the information will be used and stored.
- 4
Submits
Submissions go to secure storage, not a shared inbox.
Information to collect
| Field | Why it is needed |
|---|---|
| Name and date of birth or reference | Matches the form to the right person. |
| Contact details | Needed for follow-up questions. |
| Consent | Records agreement to how the information is handled. |
Where the website hands over: The website hands over when the submission is stored in the system the practice or firm uses for client records.
FAQ
Frequently asked questions
Should intake forms be emailed to us?
Avoid sending sensitive submissions to a shared inbox. Deliver them to the system where client records are kept.
When should the form be sent?
Straight after booking works well, with a reminder before the appointment if it is not complete.
What should an intake form collect?
Only what you need before the first appointment. Keep anything sensitive in a secure client system, and tell people on the form how their information will be used.
Related pages
How we work together
Two ways to get started
Website Subscription
Your website, fully managed — no big upfront cost.
We design, build, host, maintain and keep improving your site for one simple monthly fee.
- Custom-designed & built for your brand
- Hosting, security & maintenance included
- Ongoing edits & content updates
- Continuous SEO & performance improvements
- Scale up or down as you grow
Fixed Project
A one-off custom build you own outright.
A defined scope and a single fixed quote — delivered once, and yours to keep.
- Bespoke design & development
- Defined scope & timeline
- You own the website & code
- Optional care plan after launch
- Custom-quoted to your needs
Sources
- [1] The Privacy Act (OAIC). Checked 10 October 2026.
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