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New Patient Medical History Questionnaire

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New Patient Medical History Questionnaire

Comprehensive Pain and Neurology Center, PLLC
Revised January 30, 2018

Your completed intake questionnaire helps our providers understand your medical history. We rely on its accuracy and completeness to provide you with the best care possible. Please take your time and if you have any questions of how to complete any part of this form inquire at our front desk or call (615) 410-4990.

Patient Name:    DOB:

Pain Description

Pain Description

Where is your pain located?

Where is your worst pain (check one location)?

When did your pain start?

How did your pain begin?

Since the beginning of your pain, has it?

When is your pain the worst?

Please check each of the following words that apply to your pain:

Use this diagram to indicate the location and type of your pain. Mark the drawing with the following letters that best describe your symptoms: N = numbness, S = stabbing/shooting, B = burning, P = pins and needles, A = aching.

Pain Rating

Check each number below to indicate the level or intensity of your pain (0=no pain, 10=worst).

Please indicate yes or no to the following questions:

Pain Relief

Medication trials and previous treatment history.

Medication Trials

Opioids

NSAIDs

Muscle Relaxers

Antidepressant/Antianxiety

Antiseizure

Pain relief from medications:

Side effects with pain medications: If yes, please list

Pain relief from physical therapy:

Pain relief from chiropractor:

Pain relief from neck/back surgery:

Pain relief from psychological therapy:

Pain relief from procedures:

Procedure Treatment History

Current Medications, Allergies, and Past Medical History

Current Medications

Blood-thinners you are taking (if any):

Please list any medications you are taking on a regular basis:

Allergies

Do you have any known medication allergies?

If so, please list below:

Do you have any topical allergies?

Allergies to shellfish?

Past Medical History

Please check the following conditions/diseases that you have been diagnosed with in the past.

Other:

Please list any vitamins, natural products or over the counter medications:

Gastrointestinal




General



Head/Eyes/Ears/Nose/Throat



Cardiovascular






Hematological



Respiratory





Genitourinary/Nephrology





Hepatic/Pancreatic



Musculoskeletal







Neurological/Psychiatric









Past Surgical History

Please check any surgical procedures you may have done in the past.

Spine/Back Surgery



Joint Surgery



Abdominal Surgery



Female Surgeries



Heart Surgery



Other Surgeries





Recent hospitalization:

Family History

Mark all appropriate diagnoses for your biological mother and father only.

Mother

Father

Other medical problems:

Social History

Education:

Do you have a lawsuit/personal injury claim/worker’s compensation regarding your pain?

If so, has the lawsuit/claim been settled?

Are you using alcohol on a regular basis?

Tobacco use:

How many cigarettes do you smoke per day?

How often do you smoke?

Are you interested in quitting smoking today?

How many times have you tried to quit?

Which methods have you used?

Have you ever used street drugs on a regular basis?

History of physical abuse?

What is your marital status?

Review of Systems

Constitutional

Eyes

Ears/Nose/Throat/Neck

Cardiovascular

Gastrointestinal

Respiratory

Musculoskeletal

Sleep

Genitourinary/Nephrology

Neurological

Psychiatric

Is there any possibility you could be pregnant?

Diagnostic Tests and Imaging

MRI of the Mo/Yr Facility

X-ray of the Mo/Yr Facility

CT of the Mo/Yr Facility

EMG/NCV Mo/Yr Facility

Other diagnostic testing

Do Not Write Below This Line

PMP reviewed?

UDS completed?

Provider notes:

Provider Signature

Date

Enter text✕

What the New Patient Medical History Questionnaire Is

A New Patient Medical History Questionnaire is a standardized form used by healthcare providers to collect a patient's past and present medical information, medications, allergies, surgical history, family health history, and social determinants relevant to care. It establishes baseline clinical data that supports diagnosis, treatment planning, referrals, and continuity of care. The questionnaire may be paper-based or electronic; when electronic, it must meet applicable privacy and security requirements for protected health information and be retained according to regulatory retention rules.

Why a Complete Medical History Questionnaire Matters

A thorough questionnaire reduces clinical risk, supports accurate diagnosis, and enables safer prescribing by documenting allergies, medications, and pre-existing conditions. It also creates a record that supports billing, referrals, and compliance with healthcare privacy and retention obligations.

Why a Complete Medical History Questionnaire Matters

Who Typically Completes and Reviews This Questionnaire

The questionnaire is completed by new patients or their authorized representatives at intake and reviewed by clinicians, nurses, and administrative staff before the first clinical encounter.

  • Primary care patients and specialists who provide baseline clinical information before treatment.
  • Parents or legal guardians completing forms for minors, including immunization and developmental history.
  • Administrative staff and clinicians who verify accuracy and integrate data into the medical record.

In some settings, caregivers, legal guardians, or school health staff complete the form on behalf of minors or dependent adults.

How to Complete the Questionnaire—Step by Step

Follow these sequential steps to gather and record accurate clinical history before the appointment.

  • 01
    Gather documents: Collect medication lists, previous records, and ID before starting.
  • 02
    Complete demographics: Enter name, DOB, address, and contact information accurately.
  • 03
    Record medical history: List diagnoses, surgeries, and chronic conditions with dates.
  • 04
    Review and sign: Verify entries, sign and date the form electronically or on paper.

Essential Sections of a Professional Medical History Questionnaire

A comprehensive form groups information logically to speed intake and support clinical decision-making while minimizing follow-up questions.

Patient identifiers

Name, DOB, contact details, and insurance identifiers used to match records and avoid duplicate charts during registration.

Presenting concern

A concise description of the reason for visit, onset date, duration, and symptom severity to help clinicians triage and prioritize care.

Past medical history

Chronic conditions, prior diagnoses, hospitalizations and surgery dates to inform risk stratification and medication choices.

Medications and allergies

Comprehensive medication list with dosages plus detailed allergy reactions to prevent adverse events and drug interactions.

Family history

Health conditions in first-degree relatives relevant to hereditary risk and screening recommendations.

Social history

Tobacco, alcohol, occupational exposure, living situation and other social determinants affecting treatment and follow-up.

Required Data Protections and Compliance Elements

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
HIPAA: BAA available for protected health information
Audit trail: Timestamped signing history and action log
Access controls: Role-based permissions and session timeouts
Certifications: SOC 2 Type II and ISO 27001 certified
Accessibility: WCAG 2.0 Level AA compatibility

Common Preparation and Submission Errors to Avoid

  • Incomplete medication lists, especially OTCs and supplements, which can lead to unsafe prescribing decisions and delayed care.
  • Ambiguous allergy entries such as 'allergic' without reaction details, increasing risk of contraindicated medication administration.
  • Using nicknames or inconsistent legal names that create duplicate records, insurance claim denials, or billing mismatches.
  • Failing to update the questionnaire after hospitalizations or new diagnoses, causing clinicians to base decisions on outdated information.

Consequences of Inaccurate or Mishandled Questionnaires

Clinical risk: Incorrect treatment or medication errors
Regulatory exposure: HIPAA investigations for improper PHI handling
Billing issues: Claim denials or delayed reimbursements
Legal liability: Malpractice claims from preventable harm
Operational delays: Appointment rescheduling and extra administrative work
Data integrity: Fragmented records and duplicate charts

How to Set Up the Questionnaire in an Electronic Workflow

Use these configuration settings when deploying the questionnaire in an EHR, patient portal, or eSignature platform.

Field Configuration
Document upload PDF/DOCX accepted; preserve field mapping
Automatic fields Pre-fill name, DOB from patient record
Authentication Email link or SMS code per policy
Routing and alerts Send to clinician queue with reminders

Technical Considerations for Digital Completion and Signing

Choose a platform that supports secure collection, audit trails, and integration with clinical systems.

  • File formats: PDF and DOCX supported
  • Integrations: Works with EHRs and cloud storage
  • Signer authentication: Email, SMS code, or stronger methods

Typical Electronic Submission Flow

A standard e-submission workflow reduces intake time and preserves an audit trail for each signed questionnaire.

  • Upload: Staff uploads the questionnaire to the platform
  • Place fields: Add fields for signature, date, and inputs
  • Send to patient: Patient receives secure link or portal notification
  • Sign and return: Signed copy and audit certificate are stored

Recommended Timelines for Completion, Updates, and Processing

Timely completion and updates of the questionnaire support safe care and regulatory compliance; retention follows healthcare record rules.

Initial completion:

Complete at or before the first appointment

Annual update:

Update at least once yearly or per policy

Immediate changes:

Amend promptly after new diagnosis or medication change

Patient access requests:

Respond to access requests within required timeframes

Record retention:

Retain per HIPAA and applicable state rules

eSignature Pricing and Feature Snapshot for Medical Intake Workflows

Compare baseline pricing and key capabilities for platforms commonly used to collect signed medical questionnaires; signNow is listed first per vendor ordering rules.

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 7-day free 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

Frequently Asked Questions About the Questionnaire

Answers to common operational and compliance questions when collecting and storing New Patient Medical History Questionnaires.


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