Intake & Consent
Every Client Arrives
Signed and Ready.
Digital intake forms, informed consent, e-signatures, and HIPAA-compliant records — delivered automatically when a client books, completed before they arrive, and filed the moment they sign.
The Problem
Paper Intake Is a Liability You're Used to Ignoring.
Every minute a new client spends filling out forms in your lobby is dead time — for them and for you. Paper files get lost. Signatures are undated and unverifiable. Policy updates mean nothing if half your clients signed an old version. And when something goes wrong and you need documentation, that clipboard from three years ago is exactly where you don't want to be looking.
New clients filling out paper forms in your lobby while you wait
Intake completed from their phone before they arrive — session starts on time
Paper consent forms filed in a folder you'll never find in a dispute
Every signed document stored digitally with a full audit trail
No way to know which clients signed the old cancellation policy version
Document versioning tracks every signature — re-consent triggered automatically
Clients feel like they're repeating their health history every single visit
Intake stored once, always current — return clients are never asked twice
How It Works
From Booking to Complete Record — Without You Touching a Thing.
Intake and consent aren't tasks you manage — they're events that happen automatically as part of the booking flow. By the time a client arrives, their file is already complete.
Client books — intake sent automatically
The moment a new client books their first appointment, BusyBook sends them a personalized intake and consent link. No manual follow-up needed.
Client completes forms from their phone
Health history, conditions, medications, pressure preferences, and informed consent — all completed on their own device before they arrive.
Signature is captured and timestamped
The client signs electronically. The signature, IP address, timestamp, and form version are all recorded and stored with the submission.
Forms auto-link to their profile
Everything saves directly to the client's record in BusyBook. Health alerts are surfaced. No data entry, no scanning, no filing.
You walk in prepared — with consent on file
Open their profile before the session. See their health history, allergies, contraindications, and confirmed consent — ready the moment you need it.
Client books — intake sent automatically
The moment a new client books their first appointment, BusyBook sends them a personalized intake and consent link. No manual follow-up needed.
Client completes forms from their phone
Health history, conditions, medications, pressure preferences, and informed consent — all completed on their own device before they arrive.
Signature is captured and timestamped
The client signs electronically. The signature, IP address, timestamp, and form version are all recorded and stored with the submission.
Forms auto-link to their profile
Everything saves directly to the client's record in BusyBook. Health alerts are surfaced. No data entry, no scanning, no filing.
You walk in prepared — with consent on file
Open their profile before the session. See their health history, allergies, contraindications, and confirmed consent — ready the moment you need it.
Digital Intake Forms
Health history collected before they step through the door
BusyBook's intake form captures everything you need to know before a first session — current conditions, medications, past injuries, areas of concern, pressure preferences, and allergies. Clients complete it from their phone in under five minutes. You arrive at the session with a full picture instead of reading off a clipboard while they wait. Return clients are never asked to repeat themselves — their information is already on file.
- Complete health history collected digitally before the first visit
- Conditions, medications, allergies, and preferences captured once
- Return clients never fill out intake again — data is already in their profile
- HIPAA-compliant storage with role-based access controls
Informed Consent & Agreements
Consent documented before every first session — automatically
Every practice has policies. HIPAA authorization. Scope of practice disclosure. Payment and cancellation terms. Informed consent for massage therapy. BusyBook delivers these to new clients as part of the intake flow — no separate system, no emailing PDFs, no paper in a folder. They read, they sign, and the record is on file the moment you need it for a dispute, a referral, or a regulatory question.
- HIPAA authorization, informed consent, and practice policy agreements in one flow
- Clients read and sign before their first appointment — not while they're standing in your room
- All agreements versioned — you always know what was signed and when
- Exportable records for legal protection and insurance documentation
E-Signature Capture
Legally valid signatures, not 'I clicked a button'
There's a difference between a checkbox and a legally defensible signature. BusyBook captures a real drawn signature on the client's touchscreen alongside an audit trail: their name, the timestamp, the device IP, and the exact version of the document they signed. That combination creates a record that holds up — not just in your files, but in a dispute, a licensing audit, or a court proceeding.
- Real drawn digital signature captured on any touchscreen device
- Full audit trail: signer identity, timestamp, IP address, document version
- Compliant with ESIGN Act and UETA for legally binding digital signatures
- Immutable records — signatures cannot be altered after submission
Smart Re-consent
Policies change. Your records should reflect it.
When you update your cancellation policy, add a new service, or change your HIPAA authorization language, clients who signed the old version haven't consented to the new one. BusyBook tracks which version each client signed and prompts them to re-sign when you publish an update — automatically, at their next booking. No chasing clients. No mass emails asking them to check a link. The system handles it.
- Document versioning tracks exactly what each client signed
- Re-consent triggered automatically when policies are updated
- Clients prompted at their next booking — not by a manual reminder
- Full signature history per client — see every version they've ever signed
HIPAA-Compliant Records
Client health data stored the way it has to be
Intake forms contain protected health information — medical conditions, medications, and clinical history. That data has legal storage and access requirements. BusyBook keeps it encrypted at rest and in transit, access-controlled by role, and stored with audit logging. When a client requests their records, you can export a complete file. When an auditor asks if your data handling is compliant, the answer is yes.
- Encrypted storage for all PHI — at rest and in transit
- Access controls restrict intake data to authorized practice users only
- Audit log of every access and change to client health records
- Full records export for client requests, referrals, and legal proceedings
Connected System
Intake Is Where the Client Relationship Begins.
Intake forms don't sit in a silo — they populate the client profile, inform every session note, trigger your welcome sequence, and give your AI a foundation for personalized conversation from day one.
Scheduling
Intake and consent forms are sent automatically when a new client books. By the time they arrive, everything is already signed and filed.
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Client Management
Completed intake forms auto-populate the client profile — health alerts, contraindications, and preferences are visible before every session.
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Session Notes
Intake information is visible alongside the SOAP note form during documentation — no tab-switching to reference health history.
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Automations
New client intake triggers a welcome sequence. Outstanding forms trigger a reminder. Completed consent unlocks appointment confirmation.
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In Practice
New Client. First Session. Zero Paperwork.
Jordan books online on a Tuesday afternoon. Within minutes, BusyBook sends them a link — health intake, practice policies, HIPAA authorization, and informed consent. They fill it out on their phone during their commute. By Wednesday morning, their complete health history is in their profile, their consent is signed and timestamped, and you haven't done a thing.
When Jordan arrives on Thursday, you open their profile and see: lower back tension, mild hypertension, no contraindications for deep tissue, medium-firm pressure preferred. The session starts on time. There's no clipboard. There's no "do you have any health conditions I should know about?" at the door.
A complete intake. Documented consent. A first session that starts professionally, not with paperwork.
Health History — Jordan M.
Primary concern: Lower back tension (chronic, 2+ years). Conditions: Mild hypertension (managed, no medication). No allergies or contraindications reported.
Preferences & Notes
Pressure: Medium-firm. Focus areas: Lower back, glutes, hamstrings. Prefers quiet during session. First professional massage in 2 years.
Consent Status
Informed consent: Signed ✓ HIPAA auth: Signed ✓ Practice policies: Signed ✓ — all completed 2 days before first visit.
Get Started Today
Your practice. Fully managed.
BusyBook is built for solo massage therapists who are both the business owner and the hands-on practitioner. No bloated enterprise software. No per-location pricing. No juggling five apps.
Create your account in minutes. Your service menu, calendar, and client records are ready to go from day one. The AI front desk is set up alongside your practice — trained on your specific services, pricing, and brand voice.
Essentials at $49/month — full practice management, no AI required. Add the AI front desk with Professional at $79/month. 90-day money-back guarantee. No credit card required to start.
Everything included from day one
Scheduling & Booking
Online booking page, calendar sync, automated reminders
Client Management
Full CRM with intake forms, session history, and notes
SOAP Notes
In-session documentation on iPad — no pen and paper
Revenue Tracking
All payment methods in one dashboard, auto-categorized for taxes
Marketing Tools
Google Business management, social scheduling, reactivation campaigns
AI Front Desk
A dedicated AI agent that handles client texts, bookings, and follow-ups
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