How do intake forms connect to patient records?

Smart Forms are linked to your patient record automatically on submission. The moment Emma completes her intake form, every answer — medical history, current medications, consent to treat — attaches to her record in PrimeBase. No re-entry, no scanning, no copying from a paper form.

Do patients need to download an app to use the portal?

No. The patient portal is a web-based page — patients open it on any device using a link you send them. They can view their invoices, upcoming appointments, signed documents, and session history without downloading anything. The portal uses your clinic's branding.

Can we handle multiple practitioners with different schedules?

Yes. Each practitioner has their own calendar with configurable working hours, appointment types, and availability. Patients can book with a specific practitioner or with whoever has the next available slot. You see all schedules on one view.

Does PrimeBase handle invoicing and receipts for patients?

Yes. Invoices are created automatically when a session is marked complete — or you can create them manually. They land in the patient portal the moment they're issued. Patients can view, download, and pay directly. No manually emailing PDFs, and no inbound calls asking for last month's receipt.

What's included in the 14-day free trial?

Everything — all 11 modules including the patient portal, appointments, Smart Forms, Smart Documents, and CRM. No feature gates, no restricted seats. Bring your full clinic team. If PrimeBase doesn't fit after 14 days, you pay nothing.

What is the best clinic management software?

The best clinic management software depends on practice type. For small physiotherapy clinics, dental offices, and wellness practices (1–10 practitioners), PrimeBase covers booking, intake, treatment notes, invoicing, and a patient portal in one platform. Specialist tools like Jane App or SimplePractice are deeper in their specific niche (Jane for physio, SimplePractice for therapy) — but they're standalone systems. PrimeBase trades some niche depth for full operational integration with accounting, scheduling, and document management.

Does PrimeBase replace Jane App?

For most small clinics, PrimeBase covers what Jane is used for: online booking, intake forms, session notes, invoicing, and a patient portal. Jane is more mature in physiotherapy-specific features (advanced charting, insurance billing in Canada). If your practice depends on those specific features, Jane may still be the better fit. If you need general clinic management plus accounting integration in one tool, PrimeBase replaces Jane and your separate Xero subscription.

PrimeBase/Built for/Health, Wellness & Clinics

Clinic Management Software · For Clinics, Spas & Wellness Practices

Bookings, charts, invoices, and a patient portal — without 4 separate apps.

Q: Can PrimeBase replace Calendly for patient bookings?

Yes. The Appointments module gives you a public booking page showing real-time availability. Patients pick a slot, receive an automatic confirmation, and are sent an intake form link — all without a phone call. You can configure appointment types, durations, buffer times, and which practitioners are available for each slot.

Clinic management software with a patient portal — built for the practices spending half a Tuesday on phone tag. Small clinics, dental offices, physiotherapy practices, salons, and spas. Patients book online, sign intake forms, see their bills, and message your team — all in one branded portal.

Get started free See pricing

14-day free trial No credit card 5-min setup

app.primebase.io/vitality

Patient booked online → intake form sent automatically

Before PrimeBase

The admin nobody opened a clinic for.

Appointments on Calendly. Patient notes in Google Drive. Intake forms in Jotform. Invoices in Xero. None of them connected to each other — and none of them give patients a place to log in.

~21 hrs/week of admin before a patient is seen twice

VITALITY PHYSIOTHERAPY — MAY 2026

Cost of running on 5 disconnected tools

RCPT #0019 · NON-NEGOTIABLE

JobTool$Time

BookingsCalendly + phone tag$ 20/mo4 hrs/wk

Patient recordsGoogle Drive + paper notes$ 05 hrs/wk

Intake formsJotform Standard$ 34/mo2 hrs/wk

InvoicingXero Starter$ 29/mo4 hrs/wk

Patient portalNone — they call instead$ 04 hrs/wk

Consent docsPaper + scan + email$ 02 hrs/wk

SUBTOTAL — software$ 83

SUBTOTAL — hours @ $45$ 94521 hrs

TOTAL / WEEK$1,02821 hrs

╳ ╳ ╳ THANK YOU FOR YOUR PATIENCE ╳ ╳ ╳

EVERY WEEK

Here’s what changes

Three things stop happening on Monday morning.

“

No. 01 · The pain

Bookings happen on Calendly, patient notes live in Google Drive. They're never in the same place.

The fix

One patient record that links everything.

When Emma books her first appointment, a patient record is created automatically. Her intake form submission, session notes, treatment plan, and invoices all attach to that same record. No copying data between tools. No hunting through Google Drive for the last session's notes.

Emma Torres

patient record · Vitality Physio

Last session

5 May 2026 · Initial Assessment

Intake form

Completed · linked to this record

Treatment plan

6-session programme active

Invoice

$150 · sent to patient portal

one record — no switching between apps

“

No. 02 · The pain

Patients call and email asking for receipts. Every week, it's the same four people.

The fix

Portal access to every invoice — no calls needed.

Every patient gets a portal link when they're added to PrimeBase. Invoices land there the moment they're created. Patients can view, download, and pay directly from the portal. No forwarding PDFs over email. No inbound calls asking for last month's receipt.

Emma Torres · Patient portal · Invoices

Initial Assessment

5 May 2026

$150.00Paid

Follow-up #2

12 May 2026

$ 95.00Awaiting

Follow-up #3

19 May 2026

$ 95.00Awaiting

zero phone calls asking for receipts

“

No. 03 · The pain

Intake forms are paper or PDFs that get photographed, emailed, and re-typed into the system.

The fix

Smart Forms submitted online, linked automatically to the patient record.

Send a portal link the moment a patient books. They complete the intake form on their phone or laptop before they arrive — medical history, consents, GP details. On submission, every answer attaches directly to their record. No printing, no scanning, no re-entry. The practitioner walks in already informed.

Patient intake form · Emma Torres

Submitted 3 May — before arrival100% complete

Medical historycompleted · 12 fields

Current medicationsnone reported

Consent to treate-signed by patient

GP contact detailsDr. K. Patel · provided

linked to patient record · zero re-entry

One patient, end to end

Emma Torres · Vitality Physiotherapy

From first booking, through intake and consult, to the invoice paid and the follow-up confirmed.

Day 1 · +0

01BOOK

Day 3 · +2 days

02INTAKE

Day 5 · +4 days

03CONSULT

Appointments

Patient self-books online. Slot confirmed instantly.

Appointments

New booking

✓ Confirmed

Emma Torres

self-booked online

Mon 5 May · 10:30

date & time

Initial Assessment

60 min

Intake form link sent automatically

Emma finds the clinic online and books a 10:30 Initial Assessment slot directly — no phone call, no back-and-forth email. The appointment lands in the schedule, a confirmation goes to Emma, and an intake form link is sent automatically.

0phone calls to book

Smart Forms · Portal

Intake form completed before Emma arrives.

Smart Forms · Portal

100% complete

Emma Torres · Intake Form

Medical historycompleted

Current medicationsnone reported

Consent to treate-signed

GP detailsprovided

Emma fills in her medical history, medications, and consent to treat from her phone before the appointment. On submission, every answer attaches directly to her patient record. The practitioner walks in already informed — no paper clipboard required.

0fields re-entered by staff

CRM · Smart Documents

Session notes recorded. Treatment plan started.

CRM · Session record

Emma Torres

Active treatment

Treatment plan progress1 / 6 sessions

Session notes saved · 5 May 10:47

Dr. Hartley logs the session and sets up a 6-session treatment plan — all on Emma's record. The notes are there for every future session. No separate folder in Google Drive. No copy-pasting summaries between apps.

1 recordfull history, every visit

Day 5 · Same day

04INVOICE

Ongoing · +5 days

05PORTAL

Week 2 · +1 wk

06REBOOK

Accounting

Invoice created and sent to the patient portal — same session.

Accounting

INV-0088

ONE-CLICK · SAME SESSION

$150.00

Initial Assessment · 60 min5 May 2026

✓ Sent to portal

Awaiting payment

After the session is marked complete, a $150 invoice is created in one click and sent to Emma's patient portal. No manual entry in Xero. No emailing a PDF. Emma sees it the moment she next logs in — and can pay directly.

< 1 minsession to invoice sent

Customer Portal

Emma's portal: appointments, invoices, documents.

portal.vitality.clinic/emma

Emma Torres

Vitality Physiotherapy

Active

NEXT SESSION

Mon 12 May

INVOICE DUE

$150.00

2 of 6 sessions · documents & invoices here

Emma logs into her branded patient portal to view upcoming sessions, download her consent form, and pay her invoice — without calling reception. As treatment progresses, each session and invoice appears automatically. No inbound admin calls.

–80%inbound admin calls

Appointments · CRM

Follow-up scheduled. Reminder sent automatically.

Treatment plan

Rebooked ✓

Session 1◆ NowSession 6

Next session

Mon 19 May

Interval

1 week

Reminder SMS sent · 48 hrs beforeauto

As each session is completed, the next follow-up is booked and a reminder SMS fires 48 hours before. Emma stays on the programme — no drop-off because she forgot. The treatment plan tracks progress across all six sessions.

6 sessionsfull plan tracked

Net for Emma Torres

1linked record

0fields re-typed

< 1 minto invoice

6 sessionsfully tracked

Treatment active

The modules that matter for you

Five modules. The rest are upside.

PrimeBase ships with eleven. For clinics, spas, and wellness practices, these five eliminate the manual work — and they’re in every plan.

01 / 05

Appointments

Online booking with real-time availability. Patients self-book; confirmations and reminders sent automatically.

Automated SMS & email reminders.

no-shows with reminders

02 / 05

Smart Forms

Intake forms, consent documents, and health questionnaires — completed online before arrival and linked to the patient record.

Forms link directly to the record.

fields re-typed by staff

03 / 05

Customer Portal

Patients log in to view their invoices, upcoming appointments, and documents — no calls to your front desk needed.

Patients self-serve online.

–80%

inbound receipt calls

04 / 05

CRM

Every patient tracked from first booking through their full treatment history. Notes, tags, and follow-up reminders all in one place.

Full history, every visit.

record per patient, always

05 / 05

Smart Documents

Consent forms and treatment plans drafted from templates, sent to the patient portal, and signed digitally — no printing required.

No DocuSign subscription needed.

< 5 min

consent to signed

05 / 11 visible — six more modules included in every plan.

See all 11 modules

Questions

The things clinic owners ask before switching.

Still have a question? We're an email away.

Email the team

Yes. The Appointments module gives you a public booking page showing real-time availability. Patients pick a slot, receive an automatic confirmation, and are sent an intake form link — all without a phone call. You can configure appointment types, durations, buffer times, and which practitioners are available for each slot.

Built for other businesses too

Not running a clinic? PrimeBase fits these too.

See all 9 industries

Marketing & Creative Agencies Consulting & Professional Services Wholesale & Distribution Real Estate & Property Management Field Services & Trades Photography & Event Studios Architecture & Construction D2D & Door-to-Door Sales Startups & Founders

Get started

Bookings, intake, invoices, and a patient portal. One system.

Move your clinic onto PrimeBase this week. Try free for 14 days — no credit card, no commitment, and no app for your patients to install.

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✓ 14-day free trial · ✓ No credit card · ✓ Clinic-specific onboarding