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ComplianceIntake and consent forms

Client intake software that sends, signs and files itself.

Wholistic’s client intake software sends your intake and consent form the moment a new client books. They fill it in online and sign it, and their client file is created with the signed PDF attached. You do not retype anything. It belongs to Compliance, one of Wholistic’s three pillars: consent is signed, dated and on file before the first session.

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DemoIntake and consent forms: a quick tour

  • Sent automatically

    A new client gets the form immediately when they book.

  • Signed online

    The client types their name and draws a signature. No printing or scanning.

  • File creates itself

    Signing creates the client file, with a signed PDF attached.

  • Medical aid captured

    Scheme, plan, member and dependant details flow onto invoices.

01

A digital intake form for psychologists in South Africa

The form builder starts with what a South African practice needs and lets you add the rest. Fees are pulled from the rates you have already set, so the form never disagrees with your invoices. The required legal and consent sections are locked on, so they can’t be removed by accident.

  • Crisis helplines and session details
  • Fees, pulled from your rates
  • Your own questions and sections
  • Legal and consent wording, with the required sections locked on
App screenshotA digital intake form for psychologists in South Africa

02

An electronic signature consent form your client signs online

The client opens a link, fills in the form, types their name and draws their signature. If they stop halfway, their answers are saved on their device so they can pick up where they left off. You get a signed PDF on their file. It works as an electronic signature consent form template you set up once and reuse for every client.

  • Typed name and drawn signature
  • Signed PDF attached to the client file
  • Answers saved on the client’s device if they stop halfway
  • A paperless intake form: nothing to print, scan or file
App screenshotAn electronic signature consent form your client signs online

03

An intake form with medical aid details that reach the invoice

Scheme, plan, member and dependant details are captured on the form and flow straight onto the client’s invoices. History the client gives is shown on the profile as “self-reported, not yet clinically confirmed”, so it is never mistaken for your clinical view.

  • Medical aid scheme, plan, member and dependant details
  • Self-reported history, clearly labelled on the profile
  • “Where did you hear about us?” feeds Practice Insights
  • Client file created automatically on signing
App screenshotAn intake form with medical aid details that reach the invoice

04

Sent the moment a new client books

When someone chooses “New client” on your booking page, an intake and consent form is generated and sent to them immediately. They can complete it right there, and a copy is emailed in case now isn’t a good time. The booking is held as tentative until the form is signed.

  • Signing confirms the session and creates the client file
  • If the form isn’t signed, two nudges follow
  • The booking is cancelled after the number of hours you set
  • You can switch this off, or approve new clients by hand after the form is signed
App screenshotSent the moment a new client books

05

Links for every situation, and a paper option

Send a single-use link to one person, or put a permanent sign-up link on your website. Couples get one link per partner. For clients who prefer paper, print a blank form and upload the signed scan.

  • Single-use links, valid for 7 days
  • A permanent sign-up link for your website
  • One link per partner for couples
  • Print a blank form and upload the signed scan
  • Send a fresh link when one has expired, or revoke a link
App screenshotLinks for every situation, and a paper option

The Compliance pillar

Compliance that is finished before the first session

Wholistic’s Compliance pillar holds that doing things properly shouldn’t create more admin. Consent is one of the first obligations in any new client relationship, and here it looks after itself. The form is sent on booking, signed online, stored as a PDF, and required before the session is confirmed.

Compliance shouldn’t create more admin.

Reminders and messages

What gets sent, and what stays with you

Intake emails go out from your own Gmail, with wording you can edit and your signature. You choose the timing.

Automatic emails

  • Intake and consent form, sent immediately when a client books as a new client
  • Intake nudge 1 (default: 1 hour after booking)
  • Intake nudge 2 (default: 12 hours after booking)

Automatic behaviour

  • A booking with an unsigned form is cancelled after the number of hours you set.

Manual

  • Send an intake link by email from the app, or copy it and send it yourself
  • Send a fresh link when one has expired
  • Revoke a link

In-app

  • Forms awaiting signature are listed under Intake links and on the Dashboard To do list.

Questions

Intake and consent forms: common questions

Straight answers about what this feature does, and what it doesn’t.

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Can therapists e-sign intake and consent forms with clients in Wholistic?

Yes. Wholistic gives therapists an e-sign intake and consent form in one step. The client completes the form online, types their name and draws a signature, and a signed PDF is saved to their file.

Does my client need an account or an app?

No. They open the link you send (or the one on your booking page) and complete the form in their browser.

What happens if a new client doesn’t sign?

They get two reminder emails, by default 1 hour and 12 hours after booking. If the form is still unsigned after the number of hours you set, the tentative booking is cancelled and the time opens up again.

Can I change the wording of the consent form?

Yes. You can edit the wording and add your own questions and sections. The required legal and consent sections stay locked on so they can’t be removed.

What about clients who want a paper form?

Print a blank form, have them sign it, and upload the scan. It is stored on their file like any other signed form.

Free resources

Templates and guides to use today

Free to download, with no sign-up. Use them in your practice whether or not you use Wholistic.

Guides

It all connects

Features that work with this one

Enter it once. Use it everywhere. Each part of Wholistic feeds the others, so nothing is typed twice.

Free trial

Understand your private practice.

Be one of the first practitioners on Wholistic. Your first 1 month is completely free, so you can test the software in your own practice — then it’s the founders price of R68/month, with every feature included.

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  • 1 month completely free
  • Built around South African private practice
  • Built by practitioners
  • Every feature included