What your customers expect
People with an injury or pain who want treatment soon want to book an appointment.
Intake forms collect the details you need before a first appointment, so the first meeting starts with the real conversation.
New client intake forms for physiotherapy clinics
Pre-assessment forms is a common requirement for physiotherapy clinics. Injury details collected before the visit make the first session more useful.
What it must handle for physiotherapy clinics
Ask about the injury, how it happened and any referral or claim details.
What to collect
On top of the basics, a physiotherapy clinic usually needs appointment reference (links the form to the booking so it is ready on the day), relevant health history (collected only when the practitioner needs it, and treated as sensitive information) and what prompted the enquiry (helps route the person to the right practitioner or adviser).
Handling sensitive information
Health details and identifiers such as Medicare numbers belong in the practice's approved secure system, not in an ordinary website form or an email inbox. Collect only what is needed before the appointment, and leave clinical detail for the consultation. The OAIC explains how health information is treated under Australian privacy law.
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.
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. |
| Appointment reference | Links the form to the booking so it is ready on the day. |
| Relevant health history | Collected only when the practitioner needs it, and treated as sensitive information. |
| What prompted the enquiry | Helps route the person to the right practitioner or adviser. |
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
Do physiotherapy clinics need new client intake forms?
Injury details collected before the visit make the first session more useful. Intake forms collect the details you need before a first appointment, so the first meeting starts with the real conversation.
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.
Can intake forms collect health information?
They can, but health information is sensitive information under Australian privacy law. Use the practice's approved secure system for health details and identifiers such as Medicare numbers, and collect only what is needed before the appointment. The OAIC explains the obligations; check them with your own advisers.[1][2]
Are there advertising rules for physiotherapy clinics?
Yes. Health practitioner advertising is regulated, and Ahpra publishes guidelines and tools, including guidance on testimonials. Check website claims against that guidance; this page does not give legal advice.[3]
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] Health information (OAIC). Checked 10 October 2026.
- [2] The Privacy Act (OAIC). Checked 10 October 2026.
- [3] Advertising hub (Ahpra). Checked 9 October 2026.
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