Intake assistant

Imagine screening and scheduling clients online—before they even set foot in your office.

Simplify client registration and allow clients to manage their own intake with our state-of-the-art intake assistant that you can embed on your own website with no login required using PIMSY’s Intake Assistant.

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Let clients easily complete their own intake

With our intake assistant, easily embed a guided, intuitive, and modern client registration process on your own website.

Clients can indicate their type and need for counseling, demographic information, basic behavioral health history, medication history, and current symptoms.

All of this information will automatically generate a new client record in PIMSY without a need for anyone in your practice to click a single button.

Demographic information
Basic social history
Insurance details
Behavioral health history
Medication history

Select a provider from a custom directory

After providing basic information, our tool will generate a list of available providers, based on the parameters clients have entered, which can allow clients to schedule an appointment.

This feature allows your staff to spend less time on data entry, while clients feel empowered to select a provider who they are comfortable with.

Simplify initial client registration
Revolutionize your intake process with PIMSY’s Intake Assistant

Customizable Screening

Automatically screen and score potential clients to ensure the appropriateness of service for your funding sources.

Client Chart Creation

Automatically generate a digital chart for each new client, adding patient data directly to PIMSY.

Provider Matching

Match patients with the most suitable provider based on their needs, ensuring high-quality, personalized care.

Wait-List Management

Keep patients informed and organized on a digital waitlist, eliminating the need for waiting room queues.

Self-Scheduling

Allow clients to schedule their own intake appointments, providing flexibility and reducing administrative work.

Referral Entry Point

Enable partnering organizations to submit referrals directly, making it easy to add new clients to your intake process.

Real-Time Reporting

Track patient intake progress with real-time reports, ensuring no potential client is overlooked and improving follow-up.

Staff Coordination

Manage staff availability and scheduling efficiently, ensuring clients receive timely care.

Advantages of a self-guided intake process
Deliver an easy and intuitive experience for new clients

Reduce Wait Time

Clients fill out intake forms in advance through the Client Portal, so your staff workload lightens and the waiting room stays clear.

Enhance Accuracy

Forget struggling with illegible handwriting and missed details. The Intake Assistant ensures all necessary information is captured and securely stored.

Patient Experience

With automated appointment reminders, online forms, and secure online payments, clients stay informed throughout treatment.

Make Every First Impression Count

With access directly from your practice website, PIMSY’s Intake Assistant provides a clean, simple, and intuitive experience that guides potential patients through the screening and intake process. No paperwork shuffle, no staff back-and-forth—just a fully prepared patient, ready to begin treatment from day one.

You’ll have instant access to all necessary information, freeing up that first session for real conversations and connection. It’s a smooth, organized start that benefits everyone—setting the stage for a better care experience from the very beginning.

Explore our client portal

Hear what our users have to say

“PIMSY helps us manage our agency more efficiently and has everything you could want: …automated billing, a powerful scheduler, an extensive online patient portal, appointment reminders, an easy-to-use catalog of diagnosis codes, custom note templates, and, surveys.”

– Andrew H.

“Set up in PIMSY was simple, and they were able to transfer data from the prior EHR, so we were able to really hit the ground running.”

– Angela W.

Frequently Asked Questions

Can clients schedule their intake appointments?

Yes, clients can self-schedule their intake appointments through the Intake Assistant, making the patient experience smooth and flexible. Each practice has full control over this feature—if self-scheduling isn’t a fit, simply disable it and use it as a waitlist or referral tool instead.

How does the Intake Assistant support referrals from partnering organizations?

With a simple link on your website, the Intake Assistant can receive referrals directly from partnering organizations. They can submit information on behalf of the patient, ensuring data easily flows into charts.

How is patient information handled once it is entered through the Intake Assistant?

Once patient information is submitted, a digital chart is automatically created and assigned to a provider’s caseload or added to the waitlist. This ensures that patient data and medical records are ready when needed, whether for immediate follow-up or future appointments.

Can we track potential clients who are in the intake process?

Yes. PIMSY’s reporting tools enable you to monitor individuals throughout the intake process, ensuring no one falls through the cracks and allowing your team to stay on top of incoming demand.

Is there a limit to how many potential clients can use the Intake Assistant simultaneously?

No. The Intake Assistant is fully scalable, allowing multiple clients to complete an intake simultaneously, making it ideal for practices of all sizes.

Schedule a Free Demo

Ready to reduce administrative tasks and improve your patient experience? With PIMSY EHR’s Intake Assistant, accurate information gathering is built into the process, making intake more accessible and welcoming for your patients.

Say goodbye to paper forms and manual entry—our digital intake feature keeps onboarding efficient and organized. Reach out to see how our Intake Assistant can improve your practice and create a smoother experience for every client from day one.

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