Ensure you have created the necessary form templates.
In Rehab Guru, you can create and send forms to your clients either manually or through automated emails. This guide explains both methods and how to manage the responses from your clients.
Method 1: Manually Sending a Form to a Client
Navigate to the Clients page and select the client by clicking View.
In the client's profile, select Forms from the left-hand menu. On a smaller screen, these options show as tabs across the top of the profile instead.
Selecting the Forms section for the client
Click Create form at the top right.
Use the drop-down menu to select the form template you wish to send. You can review the form and check for required fields (indicated by a red asterisk).
Once satisfied with the form, click Save. If the client has any cases, you will be asked to attach the form to one. Select the case and click Attach to this case, click Add case to create a new one, or click Skip for now.
Attaching a form to an existing or new case for the client
After saving the form, click the three dots in the Actions column to:
Send the form with Send by email.
Change the form with Edit form, or link it to a case with Manage client cases.
Copy its link, export it or add it to an AI Chat with Copy URL, Export form and Add to AI Chat.
Track the status in the Status column (Not sent = orange, Sent = yellow, Submitted = green).
The Actions menu and the form status
Method 2: Automating the Sending of Forms
Go to Account, then Content Management, then Forms, and find the form you wish to automate on the My Forms tab.
Click Copy static URL under the form's name. A message confirms that the static URL has been copied to your clipboard.
Go to Account, then Account & Organisation, then Customise, and open the Communications tab. Choose the email you want to change from the Email Template drop-down.
Paste the copied form URL into the email body where appropriate. You can automate form sending for various email types, such as:
Exercise programme emails.
Programme expiration emails.
Appointment confirmation, reminder, or cancellation emails.
Customising emails to include automated form links
After customising the email content, click Save Changes. The form link will now be included in the specified emails. Responses that are not yet linked to a client appear under Account, then Client Communication, then Form Responses (see Managing Client Responses below).
This can also be done for the Email Templates assigned to specific Appointment Types - see this article for more information.
Sending an intake form to new patients only
To send a form only to new patients, add the link to the email template of the appointment type they book, such as an initial consultation, instead of your global template.
Go to Account, then Appointments, then Appointment Types.
Click the three dots at the end of the appointment type's row and choose Edit.
Open the Email Templates tab and, on the Confirmation tab, paste the copied form link into the email.
Click Save Changes. Only bookings of this appointment type get the form link; your other appointment types keep using your global template unless they have their own.
Managing Client Responses
When a client completes a form you sent from their profile, its status changes to Submitted (green) on the client's Forms page.
Responses that are not yet linked to a client are listed under Account, then Client Communication, then Form Responses, headed Unassigned responses. The Extracted details column shows the email address found in each response. Click Preview to see the answers.
Previewing a completed form submitted by a client
To assign a response, tick it, choose the client from the drop-down that appears (Rehab Guru selects the matching client when it finds one) and click Assign response. If the response is from someone who is not a client yet, click Create client instead.
Manually assigning a form to a client if needed
By following these steps, you can efficiently create and send forms to clients in Rehab Guru, either manually or through automated emails. The platform ensures that client responses are properly managed and stored within their profiles.