How to: Send Client Intake Form Ahead of GVL Certificate Appointment

The Intake Form is a digital tool that allows veterinary clinics to collect owner, animal, and destination information before appointments through a secure online form. This helps clinics reduce manual data entry, improve record accuracy, and streamline the certificate preparation process.

Step-by-Step Instructions

STEP 1: Sending a Client Intake Form

1. In the GVL platform, navigate to Client Intake in the left-hand sidebar.
2. Click the “Send Client Intake Form” button located in the upper right corner of the list view.
3. Choose whether the form is for a:
   • New client
   • Existing client already in your GVL contact list
4. Decide how you’d like to send the intake form link: 
   • Email
   • Text
   • Both
5. Enter or select contact information: 
   • For existing clients: search and select their record.
   • For new clients: enter their email address and/or mobile phone number.
6. Click “Send Intake Form” to deliver the request to the client.
7. Forms awaiting submission will appear under the Pending tab. From there, using the Actions dropdown, you can:
   • Resend the form
   • Delete the request 

STEP 2: Client Completes the Form

1. The client will receive a secure link via email and/or text message that opens the Intake Form on their desktop or mobile device.
2. New clients will complete a blank form by entering:
   • Contact information (owner and any agents)
   • Animal details (name, species, breed, sex, age, ID, etc.)
   • Optional animal photos
   • Travel/Destination details, if applicable
3. For existing clients, the form will be pre-filled with existing contact and animal information from GVL.
   • The client will be prompted to review and update outdated or incorrect information. 
4. All clients will be able to:
   • Add or remove animals as needed
   • Save their progress and return later
   • Submit the form once completed

STEP 3: Clinic Reviewing Submitted Forms

1. Once a client submits their Intake Form, it will appear under the “Received” tab on the Client Intake list view page.
2. Each submission must be reviewed and approved by clinic staff before records are created or updated.
3. During the review, staff can:
   • Edit or correct any submitted field
   • Approve or decline individual animal records based on completeness or accuracy
4. Once approved:
   • Contact and animal records will be created or updated in GVL
   • Approved records are now ready for use in generating certificates