New Patient Forms – Getting Started

Hello and welcome to Instinctive Wellness — I’m so glad you’re here.

Before we can begin, all new patient forms must be completed. This process takes more time than many medical offices, but it’s intentional. If you keep doing the same things, you tend to get the same outcomes. This practice works differently by looking at the full pattern, not just one concern at a time.

There are TWO required parts to the intake process:

1. Google Symptom Forms
These forms capture the full spectrum of your symptoms outside the pressure of the visit. They typically take about an hour to complete, and you may save your progress and return as needed.

2. Self Check-In (Pre-Registration) via the Athena Patient Portal
Once your visit is scheduled, please complete the Self Check-In when your appointment is 10 days away or sooner. This process captures the necessary legal signatures and past medical history.

Detailed instructions for both steps are provided below, along with a video walkthrough if helpful.

Important Scheduling Policy for Initial Appointments

All required new patient forms must be completed at least 4 days (96 hours) prior to your scheduled initial appointment.

If forms are not completed by this deadline, your appointment will be canceled and must be rescheduled. Please note that rescheduling at this stage may be subject to fees under the practice’s cancellation policy, depending on how close to the appointment the cancellation occurs.

Initial appointment cancellations leave significant gaps in the schedule that cannot be filled on short notice. For this reason, timely completion of forms is essential.

Completing your forms in advance allows Deb to review your information carefully before you meet, so your visit can be focused, efficient, and meaningful.

Your preparation helps us go deeper, faster — and sets the foundation for more effective care.

Thank you for taking this step towards your best health!

How to Complete the Forms and Self Check-In

Step 1: Fill Out the Google Forms

ACCESS THEM HERE! (opens in a new tab)

Please complete these forms on a computer as phones and some tablets use operating systems that make it difficult to view all required tabs, which are necessary to submit your answers.

There are 4 parts to the Google Forms. They take most people
about an hour, possibly longer if you have many symptoms.
Please take care to answer the questions fully, as this helps ensure your visit
does not run over 2 hours.

There is also a video guide (opens in a new tab) to help you through this process if the instructions above are not clear.

Here’s how it works:

Part A:

Click the link in your email to start Part A.
Type in your email and answer the questions (same for each Part).
If you check “yes” to something, you’ll see more questions about it.
Most questions must be answered.
When you get to the bottom, click the link to Part B.

Part B:

Answer all the questions.
At the bottom, you’ll see a link to Part C based on your gender. Click it just like in Part A.

Part C:

When you’re done, click the link to Part D, just like in the previous Parts.

Part D:

This is the last section to complete

Now you will have 4 tabs open in your browser—one for each part (A, B, C, and D).

How to Submit Your Forms

Go to the Part A tab. Click Next, then Submit.
Do the same for Parts B and C: click Next, then Submit.
On Part D, just click Submit (no “Next” button needed).

Once you have Submitted each part, each browser tab should say:

“Your response has been recorded.”

What if Something Goes Wrong?

If the forms freeze or close by accident or you need to pause and come back:

Use the link from your email again to reopen Part A.
Your answers should still be there.
Just click through until you reach the bottom and follow the steps again.

This video guide may also help—check it out if you get stuck!

Step 2: Complete the Self Check-In (on Athena Portal)

This is where you fill out:

Consent forms
HIPAA forms
Family, social, medical, and surgery history

Most people take about 30 minutes (longer for complex medical histories). Please complete all of the sections to the best of your ability so we do loos precious time during the appointment.

Note: You can only do this part within 10 days of your appointment.

You can complete this part in one of 4 ways:

On the Instinctive Wellness website (go to the “Contact Deb” tab and click “Client Connection Portal”)
On the AthenaPatient app (download to your phone)
Using text message reminders
Using email reminders

Once done, the system will say: “You’re all set for your appointment!”

Questions?

Send Deb a message through the portal anytime.