An insurance policy intake form helps you collect insurance information accurately while simplifying billing and claims. The smart template, available by default in all workspaces, automates policy creation, verification, and data entry so you can avoid paper forms and manual work.
You add the template to your intake workflow, and your client completes it by selecting their payer, entering policy details, adding policyholder information if needed, providing consent, and uploading insurance card images. Once submitted, Carepatron creates the policy, runs eligibility verification, populates coverage details, and marks the policy as verified when complete.
In this guide, we will walk you through:
What's new with this feature?
The insurance policy intake template:
Pre-built form component for collecting patient insurance details during intake
Clients can select from workspace-configured insurance payers
Captures member ID, policy holder information, and consent
Supports multiple insurance policies per client
Supports Spouse/Child/Other policies
Allows upload of insurance card images
How does this insurance policy intake form benefit my practice?
Automated policy management
• Policies are created automatically when the intake form is submitted
• Eligibility checks run automatically with connected payers when available
• Deductibles, coverage level, plan type, and copays are populated for you
• Verification completes in minutes with no insurance phone calls requiredNo cost for automated verification
• Automated eligibility checks through the intake form are free
• Carepatron covers the cost of background eligibility verification
• Charges apply only to manually triggered eligibility requestsConsent and documentation
• Signed consent forms are saved directly to the client record
• Authorization remains on file even if policy details change
• Historical consent records are easy to access anytimePer policy consent settings
• Consent is managed at the individual policy level
• Supports different consent requirements for different insurance policies
Three ways to collect information using the insurance policy intake form
There are three ways you can use the insurance policy intake form.
1. Shared notes (recommended for existing patients with portal access)
Share the policy form through a note and send it to the client via the client portal. The client receives an email notification prompting them to complete the form. This works best for clients who are already familiar with using your portal.
To do this:
Go to Templates.
In the search bar, type the name of our insurance intake form. We have two templates you can use depending on your purpose:
a. Insurance information and demographics form (includes demographics)
b. Insurance information form (insurance information only)
Copy it to your workspace.
Click Use template.
Select the name of the contact or client through the dropdown.
Click Share. Make sure it is set to Responder mode.
Another alternative is to add the insurance information form as a form field to the note. To do this:
Go to Clients.
Select a client.
Go to Documentation or simply click New note.
Click the Add form field button and select Insurance policies.
Preview the form.
Share with the client or contact.
2. Intake Forms (For patients without portal access and new patients)
No login is required, and the form pre-populates with existing patient information. It's ideal for updating policies for patients who don’t use the client portal.
To do this:
Copy the insurance information form template to your workspace.
Go to Clients.
Click More actions and select Send intake.
Find the template among the list of templates shown in the dropdown.
Click Send.
Alternatively, you can set the insurance form template as part of your default intake folder to be send along with other forms you need clients to complete.
Here's how:
Copy the insurance information form template to your workspace.
Drag the insurance form template to the default intake folder.
Go to Clients.
Click More actions and select Send intake. The insurance information form should now be included in your default intake folder.
Click Send.
Related:
3. Public forms (For lead generation)
The intake template can be shared publicly and automatically creates new client (lead) and contact records for family members, like a spouse or child. This is perfect for attracting new patients and capturing their information upfront.
Here's how:
Navigate to the Templates section.
Hover over the insurance information template you’d like to use and click the three dots (⋯) to view more actions.
Select "Share" from the dropdown menu.
Set the Configure verification option.
Never: No verification code is sent. Selecting 'Never' may allow unverified users to overwrite client data if they use an existing client's email address.
Existing: A verification code is sent to existing clients only.
Always: A verification code is sent to all clients, including non-existing ones.
Configure customization options.
Apply Workspace Branding (Requires Advanced subscription)
Remove "Powered by Carepatron" Footer (Requires Advanced subscription)
Select a sharing format.
Direct link: Generate a shareable public link to the template.
Inline embed: Obtain an embed code to integrate the template directly into a website.
Button embed: Customize the embed button display and retrieve an embed code for an actionable button on a website.
This is how it will look like as a public form:
Read: Setting up public forms
We have flexible field requirements. You can choose which fields are required or optional directly in editor mode, giving you full control over the information you collect.
Member ID is required by default
Additional fields such as name, email, and sex automatically become required when a spouse, parent, or other relationship is selected as the policyholder.
Collect only the information you need to support your specific workflow. You can hide some fields in the insurance information form by clicking Hide button.
FAQs
Where can I find the insurance policy intake form template?
You can find the template in your Community Templates under the Forms section within your Carepatron workspace.Is this template available for US workspaces?
Yes. In US workspaces, the template supports both manual workflows and automated claims and eligibility verification.Is this template available for non-US workspaces?
Yes. In non-US workspaces, the template is available only for insurance policy tracking; however, electronic claims or eligibility verification are not supported.Is there a cost for eligibility verification?
Background eligibility verification triggered through the intake form is covered by Carepatron. You are only charged when you manually trigger an eligibility request.
Our team will be available to answer any further questions you may have. Just reply via messenger through the Help channel in your workspace.