New patients shouldn’t have to fight to become patients
PIMSY’s intake assistant collects demographics, insurance, consents, and screeners online, so patients arrive ready for their first session instead of their first stack of paper. Your staff reviews what came in, not what’s missing.
How many new patients gave up before their first appointment?
Think about what you’re currently asking new patients to do. Call the front desk during business hours. Wait on hold. Get a PDF emailed to them. Print it at home. Fill it out by hand. Remember to bring it in. Then your staff manually types what the patient already wrote.
That’s four or five friction points before the patient has even set foot in your office. Every one of them is a place where someone gives up and calls the practice down the street instead.
The insurance card they forget at home. The intake packet that gets filled out wrong because the patient didn’t understand question seven. The demographic data your staff re-enters from paper while the phones are ringing. None of this is the patient’s fault, and none of it has to be your problem.
What changes with PIMSY Intake Assistant
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Patients complete intake directly on your website, any time they’re ready
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No PDFs to print. No packets to mail. No re-entry by staff
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Insurance info, demographics, and consent forms collected in a single flow
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Patient data flows directly into the EHR, no double entry
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Patients join your waitlist or self-schedule right after completing intake
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You control every question, every form, every step of the flow
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Every form is HIPAA-compliant from the first click
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Staff shifts from data entry to actual clinical support
“The intake packet used to take our admin staff 20 minutes per new patient to process. Now the record is already there when they show up.”
Patients fill it out once. It files itself to the chart.
The intake assistant lives on your website. Patients complete demographics, insurance, consents, and screeners before they ever call your front desk. Each section files to the chart as it is verified, so the record is ready the moment intake is done.
What intake collects
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Patient demographics (name, DOB, address, contact info)
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Insurance information, payer details, and eligibility check
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Consent and HIPAA forms with e-signature, stored automatically
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Release of information for coordinating care with other providers
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Standardized screeners such as PHQ-9 and GAD-7, scored on submission
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Custom questions you define (presenting concerns, referral source)
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Scheduling preference or waitlist placement
Your PIMSY implementation team sets this up during onboarding. No custom development.
Intake starts the relationship. Records management keeps it clean.
The intake form is day one. Over the course of care, you’re dealing with authorizations that expire, documents that need countersignatures, chart deficiencies that need to be closed, and a client file that grows every week. PIMSY keeps all of it organized and tracked.
Chart Deficiency Tracking
Know exactly which charts are missing signatures, missing documents, or past due on required reviews. Nothing falls through the cracks before an audit.
Authorization Tracking
Track active authorizations alongside the client record. Know when a prior auth is expiring before it affects billing. No more surprised denials.
E-Signatures Throughout Care
Consent forms, treatment agreements, releases of information. Collect and store e-signatures at any point in care, not just at intake.
Custom Branded Forms
Every form patients see has your logo and your look. Not a generic EHR form. Your identity, consistent from intake through discharge.
Client Renewals Management
Track and manage annual form renewals, consent updates, and recurring document requirements without a manual calendar reminder system.
User Audit Trail
Know who accessed which records and when. Full audit logging with role-based access control, so sensitive records are only seen by the right people.
Client Portal: patients manage their own records
Through the connected client portal, patients can access their documents, complete outstanding forms, send secure messages, pay balances, and join telehealth sessions. Your staff doesn’t have to be the middleman for every document request.
From your website to a ready chart, before the first call
There’s no complex workflow to build. The Intake Assistant fits into how you already work.
Add the widget to your website
Your PIMSY implementation team provides the code snippet. You drop it on any page, or your web developer does it in under five minutes. The widget is live from that point forward.
Patients complete intake online
Patients fill out demographics, insurance, consent forms, and any custom questions you’ve added. They do it from their phone or laptop, on their schedule, before ever calling your office.
Patient record is ready when they arrive
Everything flows directly into PIMSY. No re-entry. No follow-up calls. The patient shows up to their first appointment and your staff already has everything they need.
Intake is just the beginning
PIMSY connects intake to the rest of care, so you’re not switching between systems every time a patient moves through a workflow.
Client Portal
Patients complete forms, send messages, pay bills, and access telehealth from a single, secure portal. Connected directly to their EHR record.
Scheduling
New patients self-schedule immediately after completing intake, or join a waitlist. Existing patients book their own follow-ups online.
Telehealth
Built-in telehealth means patients don’t need a separate app to join their session. Schedule, intake, and virtual visit in one platform.
Billing
Insurance information collected at intake feeds directly into billing. Fewer rejected claims, faster reimbursement, no manual transfer between forms.
Automated Reminders
Send appointment reminders and intake completion nudges automatically. Patients who haven’t finished their intake get a reminder before you even notice.
Custom Notes
Clinical documentation tied to the same record that started with intake. Progress notes, treatment plans, and group notes all in one place.
Behavioral Health EHR
PIMSY is built exclusively for behavioral health. Every feature, from intake through billing, is designed for mental health and substance use practices.
Ambient Scribe
AI-assisted clinical documentation that listens during sessions and drafts your notes. Clinicians document faster without sacrificing quality.
Reporting
Track intake conversion rates, waitlist length, and time-to-first-appointment. Data to help you understand where patients are dropping off.
Questions about mental health intake software
Your PIMSY implementation team provides a short JavaScript snippet that you add to any page on your website. It works with WordPress, Squarespace, Wix, or any custom site. You can place it on your homepage, a dedicated “New Patients” page, or anywhere you want intake to be available. If you have a web developer, it’s a five-minute addition. If you don’t, your PIMSY team can walk you through it directly.
No. Patients don’t need a pre-existing account or login to start intake. They fill out the widget as a new patient, and PIMSY creates the record automatically when they complete it. If you have a client portal enabled, patients can optionally set up their portal access as part of the intake flow, but it’s not a requirement to complete the process.
Yes. PIMSY is HIPAA-compliant and ONC-Certified. Every piece of data collected through the intake widget is encrypted in transit and at rest, stored within PIMSY’s HIPAA-compliant infrastructure on Microsoft Azure. The intake widget includes the same security protections as the rest of the platform. PIMSY is also 42 CFR Part 2 compliant for practices dealing with substance use records, and PHIPA/PIPEDA compliant for Canadian providers.
Yes, intake questions are fully customizable. You control which fields are required, what custom questions appear, what order they come in, and how the forms look. You can collect standard demographic and insurance information, add clinical intake questions specific to your specialty (eating disorders, substance use, trauma history, etc.), and require consent forms or releases to be signed before intake is considered complete. You can also apply your logo and brand colors to every form patients see.
Yes. You choose what happens after a patient completes intake. You can allow patients to self-schedule their first appointment directly, route them to your waitlist, or require staff review before scheduling opens up. If your practice is at capacity, patients go to the waitlist. If you have openings, they can book immediately. You’re in control of the workflow, and you can change it any time.
Partial intake submissions are captured, so you can see who started but didn’t finish. This gives your front desk a list of warm leads to follow up with, rather than just wondering why your phone isn’t ringing. You can also set up automated reminders through PIMSY to nudge patients who started intake but didn’t complete it, without requiring anyone on your staff to manually track them down.
Your next new patient is ready to start intake right now. Is your practice ready for them?
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Patients complete intake on your website, no phone tag required
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Records are ready before the patient walks in, no re-entry needed
ONC-Certified. HIPAA compliant. Built for behavioral health.