In this article, you will learn how to set up and manage automated patient intake form delivery for scheduled appointments.
1. Enable Texting Automation
Navigate to Organization Settings > Communications.
Scroll down to Texting Automation.
Toggle the automation on.
Scheduled intake messages are sent approximately 24 hours before the appointment.
❗ Important Note: Patients will not receive an intake text if: the appointment type has no linked intake form; the patient completed an intake within the last 90 days; the appointment was booked less than 24 hours in advance; or the patient has opted out of texting.
2. Link Intake Forms to Appointment Types
Navigate to Appointments > Settings.
Review the table to confirm linked intake forms are displayed.
To modify an appointment event type:
Select the ⋯ menu next to the appointment type.
Select Edit Event.
Choose the appropriate intake form for the appointment type.
Select Update Event Type.
3. When the Message Appears in Scheduled
Barti creates the intake message as soon as you book the appointment and sends it 24 hours before. It sits in Communication > Scheduled the whole time in between, so the further out you book, the longer it's visible.
You book an appointment… | The intake message stays in Scheduled for… |
30 days out | About 29 days |
7 days out | About 6 days |
3 days out | About 2 days |
25 hours out | About 1 hour |
Less than 24 hours out | It never appears — no intake message is created |
❗ Booking inside 24 hours is a hard cutoff, not a shortened notice. Nothing is queued and nothing appears in Scheduled. To get an intake form to that patient, send it manually from their patient profile.
If you filter Scheduled to a single appointment, intake messages are not included in the results. The message is still queued and will still send. To confirm it's there, clear the appointment filter and search the full Scheduled list by patient name instead.
4. Handle Cancellations and Rescheduling
If an appointment is canceled or marked no-show, the scheduled intake form message is automatically removed.
If the appointment is rescheduled to a time more than 24 hours away, the message stays queued and moves to the new send time.
If the appointment is rescheduled to within 24 hours, the message is removed.
If an appointment inside 24 hours is moved further out, a message is created where there wasn't one before.
5. The 90-Day Check
Barti checks for a recent intake when you book. If the patient completed one in the last 90 days, no message is created.
This check does not run again before sending. If a patient completes an intake form after the appointment is booked, an already-queued message can still send. Remove it from Communication > Scheduled if you don't want it to go out.
6. Remove Scheduled Intake Messages Manually
Navigate to Communications > Scheduled to find the message.
Select the ⋯ menu and select Remove.
Alternatively, navigate to the patient's Patient Profile, open their messages, locate the scheduled intake message, and select Remove.
Link to video: Automated Patient Intake Form Delivery
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If you have any questions, please refer to Barti's Help Center or create a support ticket at support.barti.com.