Header
Client name, account number, intake date, and responsible staff member — provides immediate context for where the card belongs in client records.
A standardized card reduces intake errors, ensures consistent data capture across teams, and creates an auditable record of client consent and contact terms for compliance and service delivery.
Different teams use the card to start client relationships, confirm identity, and document communication and billing preferences.
Client name, account number, intake date, and responsible staff member — provides immediate context for where the card belongs in client records.
Full legal name, preferred name, phone number, email address, and best time/method for contact. Clear fields reduce follow-up calls and missed messages.
Emergency contact or authorized representative with relationship and alternate phone/email to support handoffs and authorized communications.
Brief description of requested services, engagement start date, account or project codes, and any immediate scheduling constraints or priorities.
Consent checkboxes for communications, data sharing, payment authorization, HIPAA release (if applicable), and scope limits to create explicit permissions.
Signer name, role, signature, and date. Include witness or notary fields only when the specific transaction requires formal authentication.
| Field | Configuration |
|---|---|
| Template | Create a reusable template to preserve field placement and required checks. |
| Conditional Fields | Show or hide fields based on prior answers to reduce clutter for the signer. |
| Authentication | Require email, SMS code, or stronger verification for high-risk data. |
| Notifications | Enable reminders, completion emails, and internal alerts for missing fields. |
Ensure your platform supports the file formats, authentication levels, and integrations needed for secure intake workflows.
Issue the intake card at the first client contact or before onboarding begins.
Request completion within 5–10 business days to maintain service timelines.
Send a signed copy to the client within 10 business days after execution.
Complete compliance or billing review within 3 business days of receipt.
Confirm or refresh card data at least once per year for active accounts.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | Yes, 7-day trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |