Forms and Questionnaires - Intake Forms and Clinical Scales

The Forms module lets you collect information from a client before the appointment — an intake form, an assessment questionnaire, a lifestyle screening or a validated clinical scale.

Your client shares what matters before the first consultation, so you walk in prepared and the session is more productive. The module is discipline-aware: you are shown the templates that belong to your profession, not a catalogue of everyone else's.

Combine any question types you need in the form builder:

• Single choice: Radio button multiple-choice
• Multiple choice: Select multiple options
• Yes/No: Quick boolean answer
• 1-5 scale: Likert-style rating
• Short text: One-line answer
• Long text: Paragraph answer
• Number: Numeric input
• Date: Date picker

You do not have to start from scratch. Vitena ships 17 ready templates covering six disciplines, including internationally validated clinical scales:

• Nutrition: Nutrition Initial Assessment, Lifestyle Assessment, Food Frequency Questionnaire, MEDAS (Mediterranean Diet Adherence), Eating Behaviour Assessment
• Psychology: Psychology Intake, PHQ-9 (depression screening), GAD-7 (anxiety screening), WHO-5 (well-being index)
• Physiotherapy: Physiotherapy Initial Assessment, Oswestry Disability Index (ODI)
• Dentistry: Dental & Medical History, Modified Dental Anxiety Scale (MDAS)
• Beauty and aesthetics: Aesthetic Consultation, Fitzpatrick Skin Type Self-Assessment
• Child development: Child Development Intake, M-CHAT-R (autism screening)

Every template is available in all six interface languages. Use one as it is, or copy it as the starting point for your own.

For scored forms, Vitena totals the score automatically and categorizes it. The result appears as a color-coded badge in the Session Workspace and on the client profile:

• Low Risk (green)
• Medium Risk (yellow)
• High Risk (red)

This makes it easy to scan your client base quickly and pinpoint cases that need intervention.

Stop tracking form sends manually. Assign forms by appointment type — when a new appointment is created, the assigned form is emailed to the client automatically.

• If the form is not filled in within 24 hours, a reminder email goes out automatically
• Form emails are available in 6 languages (EN, TR, ES, DE, NL, UK)
• The client clicks the email link and is taken straight into the portal

Clients fill in the form in the Client Portal in a focused fullscreen mode — nothing else competes for their attention. After submission they are redirected to the portal home page.

ClientField Auto-Sync: Key fields from the intake form — weight, height, date of birth — are written into the client profile when the form is submitted. Only empty fields are updated, existing data is never overwritten.

Creating, sending, and viewing form results belongs to the Consultant and Business Administrator roles. The Assistant role has no access to this module.

Form results show up in three places:

• All responses on the "Forms" tab of the client profile
• Form results attached to a specific appointment inside the Session Workspace
• Form status across all clients in the list view