Forms clients fill in before the first session

Turn client forms on

1. 1

   Step 1: Open Calendar > Connections > Client forms and tick Send client forms.

2. 2

   Step 2: Under Form, tick the forms you use: Intake questions, Consent form (signed online), PHQ-9 (mood) and GAD-7 (anxiety).

3. 3

   Step 3: To send them with online bookings, tick the forms in the With online bookings column and choose who gets them under Online bookings send them to: new clients, everyone who books, or nobody (you send them yourself).

The consent form is your own, from Settings > My practice > Consent form, with your practice and name filled in. See The consent form and the care record.

Send forms to one client

1. 1

   Step 1: Open the client and choose Send forms….

2. 2

   Step 2: Check the email address and choose the language, English or French.

3. 3

   Step 3: Untick any form they do not need, and press Send. The link is also copied to your clipboard, in case you would rather send it yourself.

What the client sees

• One form at a time, on app.olivegrove.app, on a phone or a computer. The intake asks about contact details, an emergency contact, what brings them, goals, past therapy and health; anything not required can be left blank.
• The consent is signed by typing their full name. Drawing a signature is optional, so nobody who cannot draw is stopped.
• Questionnaires show a reminder that answers are read before the session, not right away, and what to do in an emergency.

When the answers come back

• Olive Grove checks every few minutes while it is open (or press Check now) and files the answers in the client’s file: the intake as a document, the consent as a signed record, and each questionnaire as a scored measure.
• The client is matched by email address, then by name; a new client is created when there is no match. Date of birth, pronouns, phone and address fill empty fields in their file.
• Flags, such as any answer other than “Not at all” to PHQ-9 item 9, are listed under Answers that need your attention. Press I have seen these once you have dealt with them.
• Waiting for the client lists links not yet answered. Cancel the link stops one.

Limits

• Needs internet and a subscription, and is off until you turn it on.
• The PHQ-9 and GAD-7 are in English only. Intake and consent come in English and French.
• A link works for 30 days, with one reminder after a day.
• The service holds only the sealed answers, which it cannot read, and deletes them once they are filed on your computer.
• A new computer cannot open answers sealed for the old one. After moving, send those forms again.