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May 8, 2026: This article is under construction
The intake form allows consumers to securely provide updated household details, income information, documents, and notes using a link shared from HealthSherpa.
In this article we’ll cover:
Completing an intake form
Viewing completed intake forms
Intake form completion notifications
Frequently asked questions
The intake form is not available for HealthSherpa Enrollee Assistance Full-Service account types.
Intake form at a glance
The intake form helps agents collect updated consumer information before starting, updating, or renewing an enrollment submission.
Agents can send an intake form from several places within the HealthSherpa account or complete an intake form on behalf of a consumer. Completed intake form details can be accessed at any time during the year and are visible from several places within the HealthSherpa account.
Sending an intake form
Agents can prepare an intake form from the Clients page, Leads page, or a consumer’s record. Agents can also prepare an intake form for multiple clients at once.
After preparing the intake form, agents can preview and customize the intake form email before sharing it with the consumer.
Prepare an intake form from the Clients page
Prepare an intake form from the Clients page
The Clients page contains consumers connected to the HealthSherpa account who have successfully submitted an enrollment.
From the Clients page
From the Clients page
To prepare an intake form from the Clients page, use the Actions column. Selecting Send intake form allows you to preview and customize the intake form email before sending.
From a client's Details tab
From a client's Details tab
To prepare an intake form from a client's Details tab, select the consumer’s name on the Clients page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Clients page.
From the Details tab, select the Collect info dropdown menu. Selecting Send intake form allows you to preview and customize the intake form email before sending.
From a client's Documents tab
From a client's Documents tab
To prepare an intake form from a client's Documents tab, select the consumer’s name on the Clients page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Clients page.
From the Documents tab, select the Collect info dropdown menu. Selecting Send intake form allows you to preview and customize the intake form email before sending.
Prepare an intake form from the Leads page
Prepare an intake form from the Leads page
The Leads page contains consumers who have begun the quoting and enrollment process, but have not yet submitted an application or finalized their plan selection.
From the Leads page
From the Leads page
To prepare an intake form from the Leads page, use the Actions column. Selecting Send intake form allows you to preview and customize the intake form email before sending.
From a lead's Details tab
From a lead's Details tab
To prepare an intake form from a lead's Details tab, select the consumer’s name on the Leads page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Leads page.
From the Details tab, select the Collect info dropdown menu. Selecting Send intake form allows you to preview and customize the intake form email before sending.
From a lead's Documents tab
From a lead's Documents tab
To prepare an intake form from a lead's Documents tab, select the consumer’s name on the Leads page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Leads page.
From the Documents tab, select the Collect info dropdown menu. Selecting Send intake form allows you to preview and customize the intake form email before sending.
Prepare intake forms for multiple clients at once
Prepare intake forms for multiple clients at once
Agents can send intake forms to more than one client at a time. Each consumer receives their own secure intake form link.
This option is only available from the Clients page and is not available from the Leads page.
To prepare intake forms for multiple clients, go to the Clients page and use filters to identify the consumers who should receive the intake form.
Select Bulk email clients. The Bulk email clients option can be used to email up to 5,000 consumers at a time.
Select the Intake template from the dropdown menu to preview and customize the intake form email before sending.
Previewing & customizing the intake form
Previewing & customizing the intake form
HealthSherpa will display a preview of the intake form prior to sending. From the preview screen, agents can review and customize the intake form email before sharing it with the consumer.
Sending the intake form
Sending the intake form
When sending an intake form to a single consumer, agents will enter the consumer’s email address to have the form sent directly from HealthSherpa. Agents can also select the Copy intake link tab from the preview screen to share the link another way.
When sending intake forms to multiple clients at once, agents will have the option to send themselves a test email before processing the bulk email directly from HealthSherpa.
Completing an intake form
Intake forms can be completed by consumers or by agents on behalf of consumers.
Completed by consumers
Completed by consumers
Consumers can complete an intake form from the secure link shared by the agent.
The consumer will open the intake form link from their own device, such as a phone, tablet, or computer. Review the consumer experience when using an intake form link to learn more.
Completed by agents
Completed by agents
Agents can complete an intake form on behalf of a consumer from the Clients page, Leads page, or a consumer’s record.
Complete from the Clients page
Complete from the Clients page
The Clients page contains consumers connected to the HealthSherpa account who have successfully submitted an enrollment.
From the Clients page
From the Clients page
To complete an intake form from the Clients page, use the Actions column. Selecting Fill out intake form will allow the agent to complete an intake form on behalf of a consumer.
From a client's Details tab
From a client's Details tab
To complete an intake form from a client's Details tab, select the consumer’s name on the Clients page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Clients page.
From the Details tab, select the Collect info dropdown menu. Selecting Fill out intake form will allow the agent to complete an intake form on behalf of a consumer.
From a client's Documents tab
From a client's Documents tab
To complete an intake form from a client's Documents tab, select the consumer’s name on the Clients page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Clients page.
From the Documents tab, select the Collect info dropdown menu. Selecting Fill out intake form will allow the agent to complete an intake form on behalf of a consumer.
Complete from the Leads page
Complete from the Leads page
The Leads page contains consumers who have begun the quoting and enrollment process, but have not yet submitted an application or finalized their plan selection.
From the Leads page
From the Leads page
To complete an intake form from the Leads page, use the Actions column. Selecting Fill out intake form will allow the agent to complete an intake form on behalf of a consumer.
From a lead's Details tab
From a lead's Details tab
To complete an intake form from a lead's Details tab, select the consumer’s name on the Leads page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Leads page.
From the Details tab, select the Collect info dropdown menu. Selecting Fill out intake form will allow the agent to complete an intake form on behalf of a consumer.
From a lead's Documents tab
From a lead's Documents tab
To complete an intake form from a lead's Documents tab, select the consumer’s name on the Leads page to open their consumer record. The Details tab is the default view when an agent opens a consumer record from the Leads page.
From the Documents tab, select the Collect info dropdown menu. Selecting Fill out intake form will allow the agent to complete an intake form on behalf of a consumer.
Viewing completed intake forms
Viewing intake form history from the Clients page
Intake forms can be accessed at any time from the Intake tab found on the Clients & Leads pages.
When an intake form is selected, a preview will appear on the right-hand side of the page.
When finished, select the 'X' symbol to close the selected intake form preview.
Viewing intake form information from the application
HealthSherpa makes it easy to view completed intake forms directly from the application. From any page within the application, select the 'Show Intake' button to view intake form information.
HealthSherpa automatically populates the consumer's intake form if a matching form is found.
If a matching form is not automatically detected or you wish to view alternate intake forms, you will leverage the intake form search bar. The intake form search bar allows you to easily search your completed intake forms using name, phone number, or email address.
Once the desired intake form is located, select the form to view information and documentation submitted by the consumer.
The selected intake form will appear on the right-hand side of the screen and remain visible within the application until closed.
Easily copy information from the intake form by hovering over specific data points until the copy symbol displays. Once copied, simply paste the data into the application where relevant.
When finished, select the 'X' symbol or the 'Hide Intake' button to close the selected intake form.
Intake form completion notifications
HealthSherpa provides agents with a digital 'Documents uploaded' notification once a consumer has submitted documents or completed an intake form. Each time a consumer has successfully completed one of these tasks, you will receive an email from no_reply@healthsherpa.com notifying you:
To disable these notifications, go to the Agent Settings menu found within your gear icon. From the emails tab, you will find a section where you may turn document upload emails off.
Frequently asked questions
How do I access documents after consumers upload them?
Documents uploaded or submitted by consumers and agents can be accessed at any time, from multiple locations. You can access these for various purposes, notably when uploading follow-up documents to satisfying Data Matching Issues (DMIs) & SEP Verification Issues (SVIs).
How do I copy information from the intake form into the application?
Easily copy information from the intake form by hovering over specific data points until the copy symbol displays. Once copied, simply paste the data into the application where relevant.
How many consumers can I send bulk emails to at once?
Our 'Bulk email clients' button allows you to send your desired email template to up to 5,000 consumers at a time.
Can I an send an intake form to my Leads?
Yes. Once you have associated a date of birth to a Lead, you may send an intake form to your Lead.
Additional resources
For help using HealthSherpa or for other assistance, contact our Agent Support team. Agent Support is available by phone at (888) 684-1373, by email at Agent_Support@HealthSherpa.com, or by chat directly from your account.