Stop chasing patients for intake forms, consent documents, and insurance details.
Let Jotask do it.
Send each patient a branded portal link before their appointment. They complete intake forms, consent documents, and upload insurance details directly — no account to create, no printing, no scanning. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every patient document pack lands in your practice dashboard, complete, before appointment day.
Incomplete patient paperwork is the biggest source of appointment delays
Missing forms delay first appointments
When a new patient arrives without a completed intake form, your clinician either rushes through the consultation or delays the appointment. Collecting all registration documents before the first visit requires a system — not a reminder email the day before.
Unsigned consent forms create clinical and legal risk
Procedures cannot begin without signed, informed consent. Chasing consent forms by email after booking creates gaps in your audit trail and introduces risk — especially when the document arrives as a photo of a scanned signature.
Paper forms create data entry work and storage problems
Printed intake forms have to be manually scanned, filed, and often re-keyed into your practice management system. A digital document collection flow replaces that entire stack — with a timestamped record for every submission.
How Jotask collects documents from your patients
- 1
Build a patient document checklist
Add every document required before an appointment: intake form, consent, insurance details, referral letter. Save it as a template to reuse for every similar appointment type in seconds.
- 2
Send a branded portal link
One email — your practice brand, not Jotask's. The patient clicks the link, sees their checklist in the browser, and uploads or completes directly. No account to create, no app to install.
- 3
Automatic reminders handle the chasing
If a patient hasn't submitted everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. Your appointment schedule stops depending on a patient remembering to send their forms.
- 4
Everything lands in your practice dashboard
Documents appear the moment patients submit. See which appointments have complete packs, which patients are still outstanding, and which documents need review — at a glance.
Built for every type of healthcare practice
GP practices & primary care
Every new patient registration requires a completed medical history form, consent for treatment, insurance or NHS details, and emergency contact information. Collecting these by email creates fragmented threads and missing documents before the first appointment.
- ✓New patient registration and medical history form
- ✓Consent for treatment document
- ✓Insurance card or NHS / health fund details
- ✓Emergency contact and next-of-kin information
- ✓Current medications and known allergy declaration
Dental & specialist practices
Dental and specialist consultations require signed consent for procedures, completed medical questionnaires, insurance pre-authorisation documents, and sometimes referral letters — all before the patient sits in the chair.
- ✓Medical history and dental health questionnaire
- ✓Signed consent for treatment / procedure
- ✓Insurance pre-authorisation or payment agreement
- ✓Referral letter from GP or specialist
- ✓X-ray or imaging results from previous provider
Therapy & mental health clinics
Therapists and psychologists need signed informed consent, intake questionnaires, GP referral letters, and sometimes previous assessment reports before an initial session — and clients often delay completing paperwork until the last minute.
- ✓Informed consent and confidentiality agreement
- ✓Initial intake and presenting-issue questionnaire
- ✓GP referral letter or self-referral statement
- ✓Previous assessment or diagnosis documents
- ✓Emergency safety plan acknowledgement
Physiotherapy & allied health
Physiotherapy and allied health practices require completed intake forms, GP referrals, imaging results, and signed consent before starting a treatment plan. Missing any one item delays the first session and frustrates both patient and practitioner.
- ✓Physiotherapy intake and symptoms questionnaire
- ✓GP referral or sports club referral letter
- ✓MRI, X-ray, or ultrasound scan results
- ✓Signed consent for assessment and treatment
- ✓Insurance or private health fund details
How Jotask compares to what healthcare practices use today
| Feature | Jotask | Google Forms | Paper forms | |
|---|---|---|---|---|
| Patient submits without an account | Yes | No — attachment only | Partial — Google login often needed | In-practice only |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | Phone call only |
| Structured checklist per patient | Yes | No — free-form | Per form only | Clipboard |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable templates per appointment type | Yes | Manual copy-paste | Manual copy | Reprint |
| Branded patient portal | Yes — your logo + colour | No | Limited | Letterhead only |
| Timestamped audit trail | Yes | Partial — inbox search | Partial — responses log | None — paper only |
| Self-hostable for data sovereignty | Yes — Docker, any VPS | No | No | N/A |
Features built for healthcare workflows
No patient account required
Send a magic link. Patients open it in any browser — no sign-up, no password, no app to download. Elderly or non-technical patients submit forms in under two minutes from their phone.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per patient — never send another 'please complete your forms' email again.
Reusable appointment templates
Save 'New patient registration', 'Pre-op consultation', 'Annual review', or 'Specialist referral' as templates. Create each new patient document request in seconds.
Deadline + automatic pause
Set a submission deadline — two days before the appointment. When it passes, the portal flags missing items so you know exactly what still needs chasing before the patient arrives.
Timestamped audit trail
Every document submission is logged with a timestamp. When a consent dispute arises, you have an unambiguous record of what was signed and when — not a reconstructed email chain.
Self-hosted for data sovereignty
Deploy Jotask on your own server with one Docker command. Patient data stays within your infrastructure and jurisdiction — critical for GDPR and clinical governance compliance.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Patient data stays on your server.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For solo practitioners managing their own patients.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For multi-practitioner clinics and group practices.
Get startedFrequently asked questions
- What is the best document collection tool for healthcare providers?
- The best tool lets patients submit intake forms, consent documents, and insurance details before appointments without creating an account — and sends automatic reminders for missing paperwork. Jotask covers all of this and is free to self-host.
- How can medical practices collect patient intake forms digitally?
- Send each new patient a magic link. They click it, see a structured checklist in any browser, and submit directly. No account required. Automatic reminders handle patients who don't complete forms before the appointment.
- Do patients need to create an account to submit documents?
- No. Patients receive a magic link by email. They click it, see your branded portal in any browser, and submit directly — no sign-up, no password, no app.
- What documents can healthcare providers collect from patients?
- Any document — patient intake forms, consent forms, insurance cards, referral letters, GP summaries, medication lists, test results, identity documents, and feedback forms.
- How does Jotask reduce appointment delays from incomplete paperwork?
- Jotask sends automatic reminders at D+3, D+7, and D+14 if a patient hasn't submitted their required documents. Set it once — it runs itself.
- Can practices create reusable templates for different appointment types?
- Yes. Save 'New patient registration', 'Pre-op consultation', 'Annual review', or 'Specialist referral' as templates. Create each patient's document request in seconds.
- How is Jotask different from email for collecting patient documents?
- Email doesn't show what's missing and loses attachments in inboxes. Jotask gives each patient a clear checklist with automatic reminders — every submission is timestamped and auditable.
- Is Jotask suitable for sensitive healthcare documents?
- Jotask supports self-hosting on your own server, keeping patient data within your infrastructure. Secure access elements use AES-256-GCM encryption, displayed only once. Always verify compliance with your local data protection requirements.
Every patient document, collected before appointment day.
Free to self-host. No credit card required to start on the hosted plan. Set up your first patient checklist in minutes.