How to Send Consultation Forms by Link or QR Code

Knowing how to send consultation forms by link or QR code gives your team more ways to collect client details before the appointment starts.

Links work well before the visit. QR codes work well in reception, in the treatment room, or when a client did not complete the form in advance.

When to use a link

Use a form link when you want the client to complete the form before they arrive.

Good moments include:

• Immediately after booking
• In a confirmation message
• In a reminder message
• During a pre-treatment conversation
• When a returning client needs to update details

The link should take the client directly to the right form. Avoid making them search for the form on your website.

When to use a QR code

Use a QR code when the client is physically with you or near your reception process.

Good uses include:

• Reception desk check-in
• Treatment-room completion
• Walk-in consultations
• Events or pop-up clinics
• Backup when a link was missed

QR codes are useful because staff can show the code without typing a URL or sending another message.

Keep the assignment tied to the client

The send method matters less than the record it creates. A form should be connected to the correct client so the response is easy to review later.

Before sending, check:

• The client name is correct
• Contact details are current
• The right form is selected
• The appointment or service context is clear
• The team knows where to review the response

This prevents form answers from becoming another disconnected admin task.

Use email and SMS when helpful

Some clients prefer a message they can find later. Others respond faster to SMS. Use the channel that fits the client and appointment type.

Email can work well for:

• Longer consultation instructions
• Higher-consideration appointments
• Clients who want a formal record

SMS can work well for:

• Same-day reminders
• Quick mobile completion
• Clients who rarely check email

Review the response before the appointment

Sending the form is only half the workflow. Build a review habit:

• Check whether the response is complete
• Resolve missing answers early
• Review the key answers before service delivery
• Keep the response with the client history

Managed Forms supports link, QR, email, SMS, and in-person completion so the team can choose the right collection route for each client.

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