Patient intake
Walk-ins · Clipboards · Waiting rooms
Patients who prefer paper fill in the clipboard form, and the front desk scans the day’s stack. On a HIPAA-enabled plan, pages can be read inside a covered environment.
Paper intake with AI
Scan the paper forms. Get submissions, not retyping.
Some people will always fill in your form on paper. Upload the scans or phone photos, AI reads each copy into the form’s fields, and your team checks only what it was unsure of. Every copy becomes a submission next to the ones made online, with its completed PDF.
01 SCAN
Patient intakePaper · p.1
Full nameMaria Santos
Date of birth03/04/1988
Insurance providerAcme Health
12 copies in one scan
02 AI READS
Copy 1 of 123 fields
Full name Maria Santos✓
Date of birth 03/04 or 04/03?To check
Insurance Acme Health✓
03 TEAM CHECKS
Date of birthReview
3 Apr 19884 Mar 1988
Enter to confirm
04 SUBMISSIONS
SubmissionsPatient intake
Maria SantosPaper
James CarterOnline
Lena NovakPaper
Completed PDF · filed · searchable
Answers the AI is sure of are ready. The rest wait for a quick check.
Swipe to see the full process
From the scan to a checked submission
See paper intake in PlatoForms
Scans, PDFs, and phone photos
Drop in a whole stack at once
Upload PDF, JPG, PNG, or HEIC files, up to 40 at a time. One scan can hold many filled copies: split it every few pages, let PlatoForms find where each copy starts, or treat each file as one copy. Pages that belong to another form are left out and never charged.
Import paper copies
Form OCR with a person in the loop
Check only what the AI was unsure of
AI reads printed text, handwriting, checkboxes, dates, and signatures. When it is not sure, for example unclear handwriting or a date that can be read two ways, it marks the field To check instead of guessing. The reviewer sees the scan and the fields side by side, with a magnified view of each answer, and confirms with one key press.
Review and create submissions
Ready copies, batch create
Create the clean copies in one click
Copies where every answer was read with confidence and passes your form’s own checks are marked Ready. Create them all at once, then review the rest. A missing page can be added later, and copies from every import wait in one review queue per form.
Create Ready copies
One list, one report, one export
Paper lands with the online submissions
Each copy becomes a normal submission marked Paper, with its completed PDF, cloud drive filing, and integrations. Filter by From paper, keep the original scan attached, and compare paper and online responses in Insights and exports.
Paper submissions
Built for forms that still arrive on paper
What teams import from paper
Client intake
Engagement forms · Questionnaires
Law firms, accountants, and agencies keep a paper option for clients who want one, without retyping each form into the system.
Inspections and checklists
Safety checks · Site visits · Lockout/tagout
Field staff tick boxes on paper where there is no signal. Back at the office, a phone photo of each sheet becomes a searchable submission.
Registrations
Childcare · Schools · Clubs and events
Families fill in the printed registration form at the desk or at an open day, and it joins the online registrations in the same list.
Employee paperwork
Withholding forms · Onboarding packs
New hires complete the printed forms on their first day. HR scans the pack once and checks the few answers that need a look.
Forms already on file
Filing cabinets · Back office stacks
Turn a pile of filled copies into searchable submissions, as long as they use the same layout as your form.
From a filled-in paper copy to a submission
How paper intake works
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Use your form’s PDF on paper
Build a fillable PDF form or a Web PDF Form from your paper form’s PDF. People fill in a printout of that same PDF.
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Upload the scans
On the form’s Submissions page, choose Import from paper and drop the scans or photos. You can leave; you get an email when they are read.
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Check what needs a look
Each copy is Ready or To check. Review the copies side by side with the scan, and create the Ready ones in one go.
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Work with the submissions
Paper submissions get their completed PDF, are filed and sent to your integrations, and show up in search, exports, and Insights.
Plans and pricing
How much does paper intake cost?
Import from paper is included in every plan, including Free. Pages beyond your plan’s monthly pages cost about $0.20 each from usage credit, and pages that are not your form are never counted.
Free10 pages
every month
every month
15 daysfree trial
no credit card
no credit card
Paper pages per month
- 40 on Bronze
- 120 on Silver
- 360 on Gold
FAQ
Questions about paper intake
What to know before you import your first stack.
1. Can PlatoForms read handwriting?
Yes. Paper intake reads handwritten and printed answers, checkboxes, dates, and signatures. When the AI is not sure of an answer, it marks the field To check, and someone on your team confirms or corrects it before the copy becomes a submission. Clear scans help: pages flat, in good light, the whole page in the picture.
2. Which forms can import paper?
Forms built from a PDF: a PDF Fillable Form or a Web PDF Form. The paper must be a printout of the same PDF, because every page is matched to the form’s own pages. Pages from another form, or another version of the paper, are not read and not counted.
3. Do I have to check every copy?
No. Copies where every answer was read with confidence, and that pass your form’s own checks, are marked Ready. You can create them all at once after confirming that the AI may have misread some values. Copies with answers to check open on the Review page, one at a time.
4. What happens to the scans?
With Keep originals on, each submission keeps its scan as Original (paper).pdf. Uploaded scans are deleted from processing 30 days after an import is read, unless copies still wait for review, and copies nobody reviews are deleted after 90 days. Submissions you created are kept like any other submission.
5. Can I use paper intake for patient forms?
Yes. On a HIPAA-enabled team, paper intake starts turned off, and only the team owner can turn it on. By default, pages are read inside a cloud environment covered by a business associate agreement, every view of an import is logged, and emails carry counts only.
6. Can I take photos with my phone?
Yes. Take the photos with your phone’s camera or a scanning app, then upload them as JPG, PNG, or HEIC files from the form’s Submissions page. Each photo counts as one page.
Import your first paper forms
Paper intake is included in every plan, with 10 pages a month on Free.