Questionnaire and Form Conversion Guidelines

Guidelines for Form Conversion and Edits

Form template creation and editing is not included in your service, and require additional fees.

You can avoid these fees by referring to the articles on this support knowledgebase to build your own form templates (see bottom of this article).

We do not offer any type of form authoring or translation services. All forms must be submitted exactly as they need to appear. Translation of forms to another language should be performed by a qualified translator before submitting for conversion.

There are several pre-built templates available. Importing Standard Forms

When sending your original forms/files, it is important to follow the following guidelines: (details below)

One form per file
Scanned pages cost more
2 to 4 business days for completion (not guaranteed)
No instructions – send exactly what you want to appear in your template
Only MS Word or Adobe PDF files are accepted

Form submissions are assigned to the Form Converters at 6 pm Eastern each business day. Cancellations or changes must be made before that time.

The cost of form conversion is as follows based on the type of document(s) submitted:

Standard files (copy/paste): $9 (up to 10 pages, $2/pg after)
Scanned files (no copy/paste): $50 (up to 5 pages, $15/pg after)
Web/online form: $20 + custom quote based on length and complexity

The preferred method to submit forms is online from the MY FORMS screen. The automated system will try to count the pages and detect if they are scanned. The cost given is preliminary, and files found to not conform to the guidelines will be placed on hold while we contact you to request additional fees.

Form conversions are typically completed within 2-4 business days after they are added to the conversion queue, which takes place once we've received payment.

Template types available

The members of our Conversion Team will create templates from your forms based on the contents of the file. They will do their best to follow the layout as much as possible.

Due to the way the system was designed, there are functions only possible for each template type.

Questionnaire: (sent to patient/client) This will be any question for health history, demographics, or most other informational items being asked.

Consent: (sent to patient/client) This is wording in paragraph form that you require that your patient read or sign.

- Native PDF Consent – this is an exact image of your file, used as a background or picture, then boxes for the fillable fields are moved over the underlined sections of the form.
- Rich Text Format Consent – the text is copied from your file and pasted into the template, and each different field type is added from menus. This template type is editable at any time.

The default consent type is Native PDF. Files uploaded online will always be created using this type. If you want to have your consent form created as RTF, they MUST be submitted via email only.

Note Template: (completed by staff) These are treatment notes such as SOAP or follow-up notes that are to be completed when treating the patient/client. There are special items and question types that are only available in this template type.

*We strongly advise against making a questionnaire as a consent template or vice-versa. The resulting template will not function as intended in our system.

Conversion Submission Guidelines

One file per form: If the file that you submit for conversion appears to contain a series of questions spanning multiple pages (questionnaire), and also several pages that appear to be paragraphs with headings including possible signature lines (consent forms), then the Conversion Team will convert these into separate templates, resulting in one questionnaire and however many consent forms the file appears to contain. We will charge you for each form. Conversion costs are per form template we must create, not per file.

Please see the following guidelines for our form conversion process. This is to ensure we are completing work in a timely manner and helping reduce errors:

Submitting Forms: All form conversions can be submitted online through the "MY FORMS" page of intakeQ, or via email to hello@intakeq.com. Regardless of the method of submission, all files will be reviewed for the contents and usability.

Automated Price Quote: If you upload your files through the online submission form (under "MY FORMS" in your account), the system will charge a nominal fee for uploading the files. All files uploaded are subject to review. Any online submission found to contain multiple forms in one file, or scanned images of the pages, will be placed on hold while the customer is notified that additional fees are required. If you'd prefer to receive a quote before paying, please email us your forms as opposed to using the online submission form.

Scanned/Encrypted Forms: If the file submitted cannot have the text copied and pasted into the system to build your new template, then a higher fee will be charged. This is because the person assigned to convert your form will need to read and type out every word from the file, taking much longer to perform. We advise that customers test their files by trying to copy/paste the text into a new blank text file/document before submitting. Some PDF files are encrypted and do not allow this. Also formatting issues can cause the text to be garbled when copying/pasting.

File Types: At this time we only accept MS Word or Adobe PDF files for conversion, as well as Website URLs to online forms.

Individual Files: Forms should be submitted as individual files if possible, we will count them in that way if they are combined in a single file. Price quotes are per-form, not per-document.

Conversion Expectations: All forms will be created directly from the contents of the file submitted as-is. As per company policy, we do not make changes to files submitted by customers for form conversion. Therefore, any edits for form conversion must be made by the customer on their end, and the resulting MS Word or PDF file can be submitted for review.

While we try to keep the conversion price as low as possible, scanned documents take considerably more work to convert, since we cannot copy and paste any text. When you send us a scanned document, we review it and send you a quote before we start working on it.

NOTE: Consent forms are by default created in the Native PDF format, unless that isn't possible. We can change this after the fact if you'd like, just let us know by replying to the form conversion completed email.

Consent Form Submissions: When submitting consent forms to our conversion team, the default format is to create it as a 'Native PDF' consent template. Even if submitted as a MS Word document, all consent forms are converted as Native PDF unless you specify otherwise (we'd suggest you submit the file via email in those cases). This will ensure that the consent form looks identical to the file that you submitted.

One caveat of Native PDF consent templates is that the text cannot be edited. Think of your original file as a background, which we then place the text boxes, signature boxes, etc. on top of the appropriate spaces of your form.

If you would like a Native PDF consent template to be edited, you would need to have your original form edited on your end with the changes you would need, and then submit the file to us (via email only) to place in the system. There is normally no charge for this.

Edits/Corrections: It is the responsibility of the account holder to review completed form templates during the first 30 days of completion and notify us of any typographical errors, omissions, or other issues. You receive 1 round of revisions in those first 30 days at no extra cost.

Any request for an intakeQ representative to edit a form template after 30 days of creation is subject to additional fees, based on the amount of time required to perform the changes.

All form edits must be submitted in writing. This is a requirement to avoid any miscommunication regarding the form template to be edited, what edits are to be performed, and the exact wording that is to appear in the template.

Edit requests must include the full template title as seen on the MY FORMS screen, along with detailed information regarding the section of the template that you are referring to. For questionnaires be sure to use the question number seen from the editing screen and not the preview, as hidden questions may exist due to conditional rules.

Native PDF File Replacement: : If you would like a Native PDF consent template to be edited, you would need to have your original form edited on your end with the changes you would need, and then submit the file to us (via email only) to place in the system. There is normally no charge for this.

All replacements for a Native PDF template must be submitted as an individual PDF file. You cannot send one file containing multiple forms, as we cannot use this to replace them

Form Editing Guides: All form templates can be edited at any time, either directly or indirectly, based on the template type. Help articles that cover these topics are easily located on our support knowledgebase:

If you have any questions about the process, please reach out and we'll be happy to help!