Why it helps
A good intake form saves time at the first appointment and stops you chasing missing details. A bad one asks too much, scares people off, and leaves you holding personal information you don't need and have to look after.
AI is good at drafting the questions, grouping them sensibly and writing a privacy statement in plain English. It's also useful as a second pair of eyes: ask it which questions you could drop. You stay in charge of what's collected and why. AI drafts, you check.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I run a [type of practice, e.g. massage therapy clinic, accounting practice, counselling service] in [town], New Zealand. Help me draft a new client [intake or enquiry] form. 1. List the questions, grouped under simple headings. For each, say whether it's required or optional, and the answer type (short text, tick box, date, and so on). 2. Collect only the minimum I need for the purpose I describe. For each question, add a short note on why I need it. Flag any question I could leave out or ask later. 3. Write a short privacy statement in plain English: what we collect, why, who sees it, how it's stored, and that people can ask to see or correct their information. NZ English. Keep the wording friendly and simple. Don't invent legal requirements, retention periods or rules. If something depends on my profession or the law, write [CHECK] so I can look it up. What the form is for and what I need to know: [describe the service, what you need before the first appointment, and how you'll store the form]
Then keep chatting
Which of these questions could I ask in person at the first visit instead?
Rewrite the questions so they're easy to answer on a phone.
Write a short email to send with the form link, explaining why we ask.
Write a consent tick box for [specific purpose, e.g. sending appointment reminders by text].
Make a shorter enquiry form version with no more than 5 questions.
Step by step
- Write down the purpose of the form in one or two sentences. What do you actually need to know before you see this person?
- List the details you currently collect, and note how you'll store the answers (paper, booking system, form tool).
- Copy the prompt, fill in your practice and town, and paste your notes. Don't paste a real client's completed form.
- Go through each question and its "why". Cut anything you don't really need. Less to collect means less to protect.
- Check the privacy statement against the Privacy Act 2020 guidance on privacy.org.nz, and against any rules from your professional body. Fix anything marked [CHECK].
- Build the form in your booking system or form tool, make sure it stores answers securely, and test it on your phone before sending it to clients.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Don't paste real clients' details or completed forms into AI. Draft with made-up examples only.
- Under the Privacy Act 2020, only collect what you need, tell people why, keep it secure, and let them see and correct it. Health information has extra rules under the Health Information Privacy Code 2020. Check the AI's privacy statement against privacy.org.nz, which has free tools for writing one.
- Professional bodies, insurers and funders like ACC may have their own rules on what records you keep and for how long. Check with them rather than trusting AI on retention periods.
- Make sure the form tool you use stores data securely. A free online form isn't always the right place for health information.
Go further
Once your form is live, look at the answers after a month. If nobody fills in a question, or you never use it, take it out. Pair the form with your appointment confirmation message, so new clients get the link as soon as they book.
