Intake Done Before Visit One.
Start here
One send. The intake and your consent documents land on the family's phone. Still open about three days before the visit? Vochella chases, not you.
How It Works
One Send, Then It Runs Itself
Add the client. Everything after that happens without you. Tap a step or let it play.
Step 1 of 5
Add the Client
Their email, or their details if there is no email. The packet goes out the moment you save. Never twice.
- “Email the intake form when I create this client” is on by default
- A new family booked through your booking page? It sends itself, on request or on approval
- The documents you turned on, plus any PDF you uploaded, ride along
Try It Yourself
Try the Real Intake
Both of these run product code. The phone is the actual family form in demo mode. The importer is the actual builder.
Fill In the Real Intake
Not a mock-up. This is the form a family gets, running in demo mode.
The real form, in demo mode. Nothing you type is saved or sent. Open full screen
Bring the Form You Already Use
Paste the questions from your Google Form or Word document. The builder turns them into pages and questions, live, with the same code it runs in the app.
A line ending in a colon becomes a page. Numbered lines become questions. “(yes/no)” becomes a Yes/No. A trailing asterisk marks it required. “Options: a, b, c” on the question line becomes a pick-one.
What the builder makes of it
Page 1: Child and family
- Child's name (required)Short answer
- Date of birth (required)Short answer
- Who lives at home with the child?Short answer
Page 2: Speech and language
- What concerns you most about the child's speech? (required)Short answer
- Has the child had a hearing test? (required)Yes / No
- Languages spoken at home (required)Short answer
- How clear is the child's speech?Pick one
Page 3: History
- Any ear infections or tubes?Short answer
- Has the child had speech therapy before?Yes / No
3 pages, 9 questions. Same code the builder runs. In the app you then edit anything.
Then edit anything in the builder
What You Can Change
The short answer is almost everything. Here is the long answer, in plain words. Nothing you change later touches a document a family has already signed.
The first thing families read
Yes, you can change it.
- Your practice name and logo sit at the top. Vochella is a small line underneath.
- The welcome message is yours to write, in Settings. Leave it blank and ours is used.
The questions
Every question can be reworded, moved, removed, or added.
- Start from one of twelve ready-made intakes: four by who you see, eight by what brings them in (late talker, speech sounds, stuttering, adult voice, feeding, bilingual home, telehealth, reading and writing). Or paste in the form you already use.
- Each answer is a type you choose: short answer, paragraph, yes or no, pick one, pick any, date, number, or a 1 to 5 scale.
- Mark any question required. Hide a question until an earlier answer makes it relevant.
- Drag to reorder. Undo if you change your mind. A live phone preview shows the result as you go.
Who it is for
One form per audience, or one form for everyone.
- Separate versions for a parent of a young child, a school-age child, a teen, and an adult client.
- The right one is picked from the date of birth, or you can let the family choose.
- Decide whether a parent fills it in, the client does, or the form asks.
Consent and policies
Seven documents come built in, all editable. Each is off until you turn it on.
- Consent to treatment, privacy practices, financial and cancellation policy, release of information, telehealth, photo and media, email communication.
- Reword any of them, switch them on or off, or add your own PDF from your lawyer.
- Choose which ones need a signature. Families sign with a typed name and an attestation.
When it goes out
Three switches, all yours.
- Send it when you add a client, when a family requests a booking, or when you approve one.
- Turn any of the three off and send by hand from the client's page instead.
- Vochella sends one reminder about three days before the first visit. You do not write it.
If a family stops halfway
Nothing is lost.
- Every answer is saved as they go. The same link brings them back to the exact page, on any device, for two weeks.
- A Finish later button says so plainly, and documents they have already signed are recorded straight away.
- You see which part they reached and when they were last on it, on the client's page and on Today.
Not yet
Said plainly, so it is not a surprise later.
- Drawn signatures. Signatures are a typed name plus an attestation, stored with the exact text and a hash.
- Uploading a Word file or a Google Forms link. You paste the questions as text.
- Filling in fields inside your own PDF. Families sign over the PDF as a whole.
- Building the form on your phone. The builder lives in the web portal; the phone shows intake status.
Where you change it: Settings, then Client onboarding
Questions SLPs Ask About the Intake
Pick a chapter. Every answer is about the intake as it works today, not as we hope it will.
Changing the form
What you can edit, and what happens to forms already sent.
The Problem
The Form That Never Comes Back
You email the PDF. Eval day arrives and it is still blank.
So the first twenty minutes are an interview. The plan gets built from nothing.
The cancellation policy is in a folder. The one family who no-shows never signed it.
An unreturned intake costs you the same as a no-show.
What a Blank Intake Costs
- Interviewing on eval day because the form is blank
- 0 min
- Typing the clipboard into the chart that night
- 0 min
- Chasing the family for the form
- 0 min
- Per new client, unpaid
- 0 min
The twenty-minute interview is how SLPs describe it. The rest are conservative estimates. Four new clients a month is three unpaid hours.
The Day After
Walk In Already Knowing
The concern in the parent’s words. The history. The languages at home. The policies signed and dated.
Today
- Blank PDF on eval day, twenty minutes of interviewing
- Cancellation policy in a folder, unsigned by the family who no-shows
- Clipboard answers retyped into the chart that night
- You chasing the family for the form
With Vochella
- The right form for their age, signed on their phone, no app
- The consent and policy documents you turn on, plus your PDFs, signed and locked
- Answers on the client record the moment they submit
- Vochella sends the reminder; Today flags “Intake not in”
Why It Works
Three Reasons the Form Comes Back
The Deadline Does the Chasing
Practice owners converge on one rule: intake due 48 hours before the visit. Vochella turns the rule into a reminder from your practice, not from you.
The Form Fits the Family
A toddler’s parent and a 16-year-old get different questions. Questions that do not apply never appear. Shorter forms come back.
Signed Means the Conversation Already Happened
The cancellation policy is agreed before visit one, with the exact text, a hash, and a timestamp. The first no-show is not the first time they hear about it.
What You Get
The Onboarding Packet
An editable intake in four versions
Young child, school age, teen, adult, chosen from date of birth. Three starting depths and a gallery of ready-made forms.
Seven consent and policy documents, built in and editable
Consent to treat, privacy practices, financial and cancellation, release of information, telehealth, photo and media, email. Each is off until you turn it on. Plus your own PDFs.
Paste-in importer
Paste the questions from your Google Form or Word document. They become pages and questions.
Auto-send at booking
On request or on approval, each with its own switch. Never sent twice to the same client.
One reminder, sent by Vochella
About three days before a visit, with a fresh link, from your practice name.
“Intake not in” on Today
On the visit itself, before you walk into the room.
Vochella
$129 a month, everything included
Per SLP. Less than one private session.
FAQ
Frequently Asked Questions
Can I keep the form I already use?
Yes. Paste its text into the builder. Headings become pages, numbered lines become questions, “(yes/no)” becomes a yes-or-no, a trailing asterisk marks it required. Then edit anything.
Do families need an app or an account?
No. The packet is a link that opens in any phone or computer browser. They read, answer, type their name, and submit.
How does a typed signature hold up?
Every document is stored with the exact text the family saw, a hash of that text, the template version, their typed name, and the timestamp. A later edit to your template cannot change any of it.
Is intake data covered by HIPAA and PHIPA?
Yes. Intake answers and signed documents are handled like the rest of your PHI: encrypted in transit and at rest, readable only by you and the family who filled them in, and covered by our Business Associate Agreement.
Read the security postureSaid Plainly
What It Does Not Do
- Drawn signatures. Documents are signed with a typed name and an attestation.
- Uploading a .docx or pasting a Google Forms link. The importer reads pasted text.
- Legal review of the built-in documents for your jurisdiction. They are editable starting drafts; have your counsel read them.
- Text-message reminders, or building the form on your phone. The reminder is an email and the builder lives in the web portal.
Questions SLPs Ask
- What if the family has no email address yet?
- The send is held until an email is on the record. Add it later and send the packet from the client’s page. Nothing else about the client is blocked.
- What if the link expires before they open it?
- Links are time-limited for the family’s privacy. The automatic reminder carries a fresh link, and you can resend one from the client record any time.
- What if I edit a policy after families have signed it?
- Signed documents are frozen at the text, hash, and version each family saw. Your edit only applies to packets sent from now on.
- What if the intake still is not back?
- Vochella sends one reminder and does not cancel or block the visit. The “Intake not in” flag on Today lets you decide whether to reschedule or interview in the room.
The First Visit Starts at the Assessment.
Case history on the record. Policies signed. Reminder sent without you. That is the intake step off the unpaid list.
What forty-five minutes back per client is worth at your rate
$129 a month per SLP, everything included. Less than one private session.