Introduction
Efficient and organized client intake is essential for any behavioral health or care-focused organization. In a recent PUPS weekly webinar, Brianne from the Customer Success Team walked users through one of the most powerful features in the system: form packets.
Form packets offer a streamlined way to collect intake paperwork, gather required signatures, and keep documentation organized — all within the PUPS platform and client portal. Below is a comprehensive breakdown of how they work and how your team can begin using them.
What Are Form Packets in PUPS?
Form packets are grouped collections of intake forms that can be completed electronically by clients or guardians. Once created, these packets can be:
- Generated in bulk during admission
- Sent directly through the client portal
- Reviewed, downloaded, and stored in the client’s record
This feature ensures that all intake documents are properly completed, signed, and submitted — without relying on in-person paperwork or manual tracking.
Step 1: Identify the Forms for Your Packet
Before using this feature, your team first decides which forms should be included. The PUPS Customer Success Team then:
- Converts your chosen forms to electronic versions
- Builds them inside PUPS
- Organizes them into as many packets as you need
You may create different packets for different populations — for example, adolescent vs. adult intake packets.
These forms can include:
- Checkboxes
- Text fields
- Radio buttons
- Signature fields
- Blocks of text requiring acknowledgment
Step 2: Creating and Sending a Packet
To create a packet for an active client:
- Navigate to:
Client → Forms & Documentation → Packets - Click the green plus (+) button.
- Select the packet you want to send.
- Click Save and Send to Portal.
As soon as you send it:
- All forms appear in the client’s record with a created status.
- If the client has portal users set up, the packet is immediately sent to them for completion.
Important:
Portal users must already be created before sending the packet, or they will not receive it.
What Clients See in the Portal
When a packet is sent, portal users receive a notification (text or email). No PHI is included — only a prompt to log into their portal to complete the forms.
Inside the portal, the client will see:
- A notification: “A new form packet requires your attention.”
- A list of all forms within the packet
- An “Open Packet” button to begin
Clients can:
- Read required documents (e.g., privacy policy)
- Fill out text fields and checkboxes
- Provide electronic signatures
- Upload required documents (insurance card, ID, referral form, etc.)
Once everything is completed, the client submits the packet back through the portal.
Step 3: Reviewing Submitted Packets in PUPS
When a client submits their packet, your team receives a notification inside PUPS.
From there, you can:
- View every completed form
- Confirm signatures
- Download uploaded documents
- Accept the packet
- Or Deny it (if something is missing)
If denied, the client can correct the packet and resubmit it.
Once accepted, the entire completed packet becomes part of the client’s permanent record. You may also download the full packet as a PDF at any time.
Using Packets for Pre-Admitted Clients
Form packets aren’t limited to fully admitted clients — they can also be used for accepted referrals who haven’t yet been admitted.
From the client search list:
- Filter for pre-admitted clients.
- Click the Form Packets icon
- Send an intake packet before determining admission.
This helps your team gather necessary documents in advance and make faster, more informed admission decisions.
Why Use Form Packets?
Form packets offer major workflow benefits:
- Faster intakes — obtain signatures before the first appointment
- Fully digital paperwork — no scanning, printing, or manual filing
- Better organization — all intake forms and uploads stored in one place
- Portal convenience — clients complete forms at their own pace
- Improved compliance — electronic signatures documented and stored securely
Getting Started
If you’d like to begin using form packets — or expand how you’re using the PUPS portal — the Customer Success Team is ready to help you:
- Build your electronic forms
- Organize custom packets
- Set up portal accounts
- Train your staff
Reach out anytime to get started.