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Meet your patients before you see them.

Send a link, collect the intake, and walk in prepared. circleOS gathers consent and history before the visit, tracks every completion, and turns a finished form into the plans and documents that come next.

Therapist greeting card — Hallo, ich bin SandraUpcoming visit card with an intake checklistVoice intake card — Go ahead, we're listening

Onboarding & Intake

Decide what you need before the visit.

Set the forms each service requires, add one-offs for a single patient, and hand patients a link to book or buy — all from where you already work.

  • Forms tied to a service

    Attach the intake, consent, or pre-op forms a service needs, and every booking for it asks for the same forms — no setup per patient.

  • One-off requirements

    Need an extra form from one patient? Add a pre-appointment requirement straight to their profile without touching the service default.

  • Timed to the visit

    Choose when a form is due — before the appointment or during an active plan — so it surfaces in exactly the right place in the workflow.

  • Validity windows

    Give a form a validity window. Once it expires, the requirement reads as missing again and asks the patient for a fresh submission.

  • Booking links

    Copy a patient-facing link from any service so patients can browse open slots and book themselves — with every variant on offer.

  • Checkout links

    Narrow it down to a single variant booking link, or send a direct product checkout link when the flow is transactional, not appointment-based.

Distribution & submissions

Get forms to patients, get answers back.

Email, SMS, or an in-clinic QR code — patients fill forms on their own device and circleOS tracks every completion in real time.

  • One link, every form

    Send a single patient-forms link. The patient signs in with their phone number and sees every form currently required for them in one place.

  • Email or SMS, from here

    Send that link by email or SMS to the patient's saved details. circleOS delivers it directly — no copying addresses or switching apps.

  • A QR code in clinic

    When the patient is standing with you, show a QR code on screen. They scan it on their own device and start filling forms — no URL to type.

  • Patients finish on their phone

    Patients complete each form on their own device, then submit. circleOS records the answers and marks the requirement complete the moment it's valid.

  • Upload a paper form

    Got a form on paper or from outside the app? Upload the PDF from a patient's required-forms list and circleOS marks the requirement done.

  • Review every submission

    See captured answers in the patient profile or on the form itself. Invalidate a submission and the requirement flips back to missing — nothing deleted.

Intake,
start to finish.

One guided path from a link to a completed visit — circleOS walks every step and tracks what’s still missing so nothing slips before the day.

  1. 01
    Share the linkCopy a booking, variant, checkout, or appointment link and send it to the patient by email, SMS, or a QR code in clinic.
  2. 02
    Patient books or returnsThe patient opens the link, browses options, and books or checks out — or reviews a booking they already have.
  3. 03
    Attach the formsSet the forms the service needs, or add a one-off requirement for this patient, with pre-appointment timing.
  4. 04
    Send the forms linkSend the patient-forms link by email, SMS, or QR. The patient signs in and sees everything currently required for them.
  5. 05
    Patient completes intakeThe patient answers each form and submits. circleOS receives the submission, records the answers, and marks the requirement complete.
  6. 06
    Review and actCheck submissions, invalidate or re-upload if something's off, then share the plans and documents the intake produced.

On submission

A finished form does the next step for you.

Submissions don't just sit in a list. Turn them into documents and draft plans, published and scoped to the right visit, the moment they arrive.

  • Documents on submit

    Turn on document sync and every new submission creates a linked patient document — the structured response or the uploaded file, kept on file.

  • Published automatically

    Add auto-publish and those documents go straight to the patient's portal as they're created, so they can read them the moment they're ready.

  • Draft plans from intake

    Have a form generate a plan and each submission opens a draft plan, pre-titled with the form, ready for your team to review and activate.

  • Scoped to the right visit

    Submissions link to the booking or plan they came from, so the documents and plans they create inherit the right location and context.

  • Real-time or daily

    Submissions arrive the instant a patient finishes, or as a daily batch when that suits the form better.

  • Matched to the patient

    circleOS links each submission to the right patient by ID, phone, or email — so completions land on the profile they belong to.

Add-ons

Forms, powered by Fillout.

You design the questionnaire, branching, and fields in Fillout. circleOS handles the operational layer — requirements, distribution, submissions, and side effects.

  • Fillout

    Build forms via Fillout & have them show up in circleOS.

Walk into every visit prepared.

Collect intake before the day, track every completion, and turn finished forms into the plans and documents that follow.

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