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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:
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 new or updated consumer information at any time, including before plan shopping, starting an application, updating an application, or supporting a renewal.
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 for clients or leads. Agents can also prepare intake forms 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 for a client
Prepare an intake form for a client
The Clients page contains consumers connected to the HealthSherpa account who have successfully submitted an enrollment.
Intake forms can be prepared for clients from:
The Clients page
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.
A client's Details tab
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.
A client's Documents tab
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 for a lead
Prepare an intake form for a lead
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.
Once a date of birth is associated with a lead, intake forms can be prepared for leads from:
The Leads page
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.
A lead's Details tab
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.
A lead's Documents tab
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 prepare intake forms for 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 for clients or leads.
Complete an intake form for a client
Complete an intake form for a client
The Clients page contains consumers connected to the HealthSherpa account who have successfully submitted an enrollment.
Intake forms can be completed for clients from:
The Clients page
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.
A client's Details tab
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.
A client's Documents tab
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 an intake form for a lead
Complete an intake form for a lead
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.
Intake forms can be completed for leads from:
The Leads page
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.
A lead's Details tab
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.
A lead's Documents tab
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
Completed intake forms are visible from the agent's HealthSherpa account and from the application.
Viewing from the agent's HealthSherpa account
Viewing from the agent's HealthSherpa account
Completed intake forms are visible from the agent's HealthSherpa account.
Go to the Clients page or the Leads page, then select the Intake tab.
From the Action column, select View intake form.
The intake form will appear on the right-hand side.
Close the intake form when finished.
Viewing from the application
Viewing from the application
Completed intake forms are visible from the application.
From any section of the application, select Show Intake.
HealthSherpa automatically displays the consumer’s intake form when a matching form is found.
If a matching form is not automatically detected, or if an agent needs to view a different intake form, use the intake form search bar. Agents can search completed intake forms by 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 intake form will appear on the right-hand side and will remain visible until closed.
To copy information from the intake form, hover over a specific data point until the copy icon appears. Select the copy icon, then paste the information as needed.
Close the intake form when finished.
Intake form completion notifications
HealthSherpa sends agents an email notification each time a consumer successfully completes an intake form.
Disabling intake form completion notifications
Disabling intake form completion notifications
To disable intake form completion notifications, go to the Settings page.
Frequently asked questions
Can information be copied from an intake form and pasted into the application?
Yes. To copy information from the intake form, hover over a specific data point until the copy icon appears. Select the copy icon, then paste the information into the application as needed.
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.