The Online Form Submissions feature lets you embed a patient intake form directly on your practice's website. Prospective patients complete the form online, answer AI-generated follow-up questions tailored to their concern, and submit their information to your practice. Your staff can then review each submission and, with one click, convert an approved prospect into a full patient record.

This guide walks you through the full workflow: setting up your embed code, understanding the patient experience, and reviewing and approving submissions from your admin dashboard.

Before You Begin

User permissions

• Sign in with a user account that has the Prospect Intake Submissions permission (Pages.ProspectIntakeSubmissions).
• This single permission grants access to all prospect intake management features, including generating embed codes and approving submissions.

Data prerequisites

• Patient Status: At least one patient status must exist for each office (organization unit). A default status is created automatically with every new office, so no action is usually needed.
• This status is required in order to convert an approved prospect into a patient.

Part 1 · Set Up Your Embed Code

The embed code is what places your intake form on your website. You generate it once per clinic, then paste it wherever you want the form to appear.

Step 1 - Open the Embed Code tool

1.  Navigate to Settings → Online Form Submissions.

2.  In the top-right corner, click the green Generate Embed Code button.

The Generate Embed Code button appears at the top right of the Online Form Submissions page.

The Embed Intake Form window opens. On first use it shows the message “No clinic key generated yet” and a Generate New Key button. No Form URL or embed options appear until a key exists.

The Embed Intake Form window before a clinic key has been generated.

Step 2 - Generate your clinic key

1.  In the Embed Intake Form window, click Generate New Key.

2.  Wait a moment while the key is created (the button shows a brief spinner).

Once generation completes, the window updates to show several new items:

• Your Clinic Key — a unique 8-character alphanumeric key (for example, TNJL9ONI).
• Form URL — the direct link to your hosted intake form, containing an encoded data parameter unique to your clinic (e.g., https://emr.appv2.hellonote.com/pages/prospect-intake?data=…). A Preview option lets you open the form as a patient would see it.
• Embed Options — three tabs for how you want the form to appear: iFrame Embed, Link Button, and HTML Button. The corresponding code updates as you switch tabs.

After generating a key: the clinic key, form URL, embed options, and ready-to-copy embed code.

Step 3 - Choose and copy your embed option

Select whichever option best fits your website, then click Copy Code:

• iFrame Embed (recommended) - embeds the full form directly in a page. Best for a seamless, all-in-one experience. Your website must allow iframes.
• Link Button - adds a button that opens the intake form in a new page. A lightweight option that doesn't embed the form inline.
• HTML Button - a styled HTML button you can drop anywhere in your site's markup.

Paste the copied code into your website's HTML where you'd like the form to appear, then test it to confirm the form loads correctly.

Part 2 · The Patient Experience

Once the form is live on your website, here's what a prospective patient sees and does.

Step 4 - The patient completes the form

1.  The patient visits your website and the intake form loads.

2.  They fill out all required contact and demographic details.

3.  For the AI-assisted section, they scroll to the field labeled “In your own words, please describe what you would like [Office Name] to help you with?”

4.  They type a short description of their concern (10+ characters), click Next, and wait about a second. Tailored AI follow-up questions then appear based on what they wrote.

5.  After answering, they click Submit Intake Form.

The patient describes their concern, and AI-generated follow-up questions appear before submission.

When the submission succeeds, the patient sees an on-screen confirmation message letting them know their form was received and that your staff will be in touch.

The confirmation message shown to the patient after a successful submission.

Part 3 · Review & Manage Submissions

Every submission flows into your Online Form Submissions dashboard, where your staff can review the details and decide whether to approve, reject, or convert the prospect into a patient. New submissions arrive with a Pending status until they're acted on.

Step 5 - View the submission queue

New submissions appear in the list automatically. Each row shows the prospect's Name, Email, Phone, Office, Status, and Submission Date, along with an Actions menu.

A new Pending submission in the queue, with the Actions menu expanded.

Open the Actions menu (the gear icon) on any submission to see your options: View/Edit, Approve and Create Patient, Reject, and Delete.

Step 6 - View submission details

1.  Open the Actions menu for a submission and choose View/Edit.

2.  A window opens showing all submitted information, organized into sections.

Everything the patient entered on the public form appears here, including their contact details, chief complaint, and AI follow-up answers. From this view you can Approve and Create Patient, Reject, Save Changes, or Close.

The submission details view, showing status, submission date, and the available actions.

Step 7 - Approve and convert to patient

1.  From the Actions menu (or the details view), choose Approve and Create Patient on a Pending submission.

2.  In the approval window: confirm the Convert to Patient option and add any optional review notes.

3.  Click Approve.

The prospect is approved and a patient record is created from their submission - no manual re-entry required.

Step 8 - Verify the new patient record

1.  Go to the Patient Information section.

2.  Search for the new patient by name or email.

3.  Open the record to confirm the details.

The patient record is populated directly from the intake form. The Remarks field captures the conversion context - reason for visit, chief complaint, preferred contact method, and the full AI follow-up Q&A - so your clinical team has everything the patient shared in one place.

The newly created patient record, pre-filled from the approved intake submission.

Quick Reference

• Generate once: Create your clinic key and embed code a single time, then reuse it across your site.
• iFrame is recommended for the most seamless patient experience.
• Pending means action needed: submissions stay Pending until you approve, reject, or delete them.
• Approving creates the patient automatically — including the chief complaint and AI Q&A in Remarks.