BUYER'S GUIDE · Updated October 15, 2026
Best Patient Intake and Forms Software (2026)
Digital intake saves front-desk time, but intake forms are patient information, so a BAA is non-negotiable.
Provisional: this is an initial research list built from vendor websites (checked October 15, 2026). We have not tested these products hands-on, and we do not publish a numeric score until we have verified pricing and specs against the rubric. Anything we could not verify says “not verified yet”. Ask vendors for written quotes and specs.
Options
- IntakeQ: Forms Only $54.90/mo (low-volume $29.90/mo, 10 submissions), Practice Management $84.90/mo. No contract. BAA: BAA included; sign it in Account settings.
- Jane App: Balance $59/mo (1 practitioner, 20 appts/mo), Practice $79/mo, Thrive $99/mo (each includes 1 full-time practitioner). AI Scribe: 5 free notes/mo, unlimited add-on $15/practitioner/mo. No free trial. BAA: Jane says it is HIPAA compliant and will sign its standard BAA on request.
- Cliniko: $45/mo for 1 practitioner, $95/mo for 2–5, $145/mo for 6–8 (all features included). SMS 10¢/message. 30-day free trial, no contract. BAA: Enable HIPAA support in settings, then request a BAA in-app (per Cliniko Help).
- Acuity Scheduling: Premium $55/mo billed annually ($69 monthly) is the tier that lets you sign the BAA. 7-day trial. BAA: Sign Squarespace's BAA in-app on Premium/Powerhouse. Covers Acuity only, not other Squarespace features.
- Calendly: unknown (not verified for this guide) BAA: No BAA. Calendly's customer terms say customer data must not contain HIPAA-regulated PHI.
What to check
- Signed BAA on the tier you buy.
- E-signatures and consent forms.
- Whether forms flow into your EMR.
FAQ
Can I use Google Forms for patient intake?
Only with a Google Workspace BAA and correct configuration; a plain free account is not suitable. Confirm with Google.