IntakeQ vs Klara

Jotform

Vagaro

SimplePractice

Jotform is a cloud-based form builder platform that helps businesses streamline form creation via ready-made templates, integrations with third-party applications, and design features that cater to organizations globally.

Vagaro is all-in-one software for beauty, wellness, and fitness professionals. Manage appointments, accept payments, run marketing campaigns, and grow your business all from one easy-to-use platform designed to help you save time and boost revenue.

SimplePractice is an all-in-one practice management solution that helps businesses simplify administrative tasks, such as scheduling, billing, and documentation, allowing health and wellness professionals to focus on providing excellent client care. The platform offers a robust set of features designed to help practitioners thrive.

IntakeQ is an online intake form solution that enables healthcare professionals to securely exchange electronic forms with their patients prior to appointments

Patient Intake

HIPAA Compliant

Claims Management

Patient Portal

EMR/EHR

Patient Scheduling

Physician Scheduling

Most reviewers indicate IntakeQ offers strong value for money, as they appreciate its affordable pricing and included features. Some users report that certain features, like the secure portal, can seem costly compared to alternatives.

Value for money

By industry, IntakeQ reviewers are most commonly professionals in health, wellness and fitness (39%). The most frequent use case for IntakeQ cited by reviewers is forms automation (53% of reviewers).

IntakeQ

Web-based

iPad

iPhone

Android

Forms

Admin

It allows multiple forms to be created for the same patient and there is no easy way for the patient to come back and finish their unfinished forms.

Business Ops Coord

However, the lack of full integration with our EHR has created a bit of extra manual work, especially when updating demographic information. Despite that, IntakeQ has been a valuable tool for enhancing our practice’s efficiency, and I would recommend it to others looking for a solid intake solution.

Owner

The platform feels professional, user-friendly, and reliable, which has helped our team save time and focus more on client care.

IntakeQ has definitely improved our efficiency and streamlined daily operations.

Reception and Billing associate

The only change I’d suggest is having a way to notify when a document is completed, as it would help keep things clear and avoid any confusion.

The setup process was straightforward, and I was able to start using it right away without any confusion or extra training.

BCBA

The lack of automations and the ability to share a document to sign as a docusign.

Licensed Psychotherapist

The ability to create your own forms and having so many question types to choose from; user friendly; responsive support team; easy to navigate

This integration gap means we still have to manually enter some data, which takes extra time and effort.

Chiropractor

Wish there was a way to format forms to print on fewer pages when a patient requests a paper version.

The ease of sending customized forms to patients and monitoring if they have been received and completed

CEO | MS, RDN, CEDS

With IntakeQ, all it takes is 3 button clicks and the claim is submitted, and the integrated clearinghouse options automatically update status and communicate this back to IntakeQ.

Speech Language Pathologist

Being able to customize my forms, put my label on them.

Functional Medicine Practitioner

It truly is an all-in-one from the audio/video appointments, scheduling, appointment reminders, links to put on my website, and the connection to Fullscript, and it documents right in my notes.

The reporting feature is bit limited, it covers the basics but a need is felt to have more details.

Patient Care Coordinator

There is also not an option to upload documents that have been filled out by hand.

It really allows our office to be efficient, professional, and responsive to our patients

Nurse Practitioner and owner of the business

I also really like the convenience of knowing when patient's have returned their completed forms to me.

I love how professional and easy it looks for clients, too!

Doctor of Physical Therapy

For instance, events on google calendar can be selected to appear in IntakeQ calendars and visits can appear on google calendar, while still remaining HIPAA compliant by labeling ‘busy.’

No choice to skip a form and still submit intakes (example: photo release)

Wish you could integrate with Square credit card processing.

I'm able to easily and quickly write up documents for my clients.

The ease of sending out an intake form and the creation of a client profile.

Tech

I also wish I had more freedom with my filters to look up patients.

Therapy

I feel like my privacy is being protected when I receive docs from intakeQ .

I like being able to store documents that are commonly used.

Sometimes patients do not complete the forms entirely because they don't know to continue

Each document I need translated into Spanish has to be hand translated.

Owner and therapist

I wish the intake form header was easier to customize.

There's also loads of options with conditional formatting and the ability to automate a task based on the answer received.

I know that I have available education and support of the staff of Intake Q whenever I need it

Speech Language Pathologist 

We have the portal, calendar, and all forms all in one location vs having to use multiple programs.

The easiness to import the information into our systems.

Pt records easily accessible and HIPPA compliant.

Highly customizable forms and features with task automation and pinned notes.

President and Licensed Professional Counselor

The responsiveness of IntakeQ's staff when you send an email is fast - usually within a few hours during normal business hours.

Director

There's no available option to incorporate personal branding with a unique domain or to employ a white label solution.

We switched from Practice Better (PB) to IntakeQ in July 2022 and it's saved me on average 8 hours a week just in insurance billing alone.

Namely I disliked how PB would display every single checkbox and row in a chart even if they were not selected or answered.

I was happy that IntakeQ’s user friendliness in set-up was sufficient to allow immediate use, but we did take a significant amount of time getting all the forms we wanted to be electronically available.

Care takes

It connects you with the right service provider

It makes it easy to store and send the documents.

You're stuck sending there email templets that look like Spam and you can't brand your own domain or white label.  

Administrative Clerk - Psychological Clinic

I had a problem understanding signature boxes.

Users are cornered into utilizing their default email templates, which unfortunately have a strong spam-like appearance.

The IntakeQ team is highly responsive and they work hard to implement feature requests that are strongly supported by the community.

Patient Forms

Email Notifications

Client Management

Paperwork Management

Electronic Signatures

Form Customization

Appointment Booking

Intake Forms

Document Organization

Practice Management

Small Business

Freelancers

Mid-size Business

Large Enterprises

Most reviewers indicate that IntakeQ offers strong value for money, highlighting its affordable pricing compared to competitors and the inclusion of features like HIPAA-compliant messaging and comprehensive form options at no extra cost. They appreciate that the platform provides many functionalities under one plan, making it cost-effective for small practices and independent teams. Some users report that the setup and monthly costs are reasonable and competitive. However, some reviewers feel the software is a bit pricey compared to certain alternatives and mention that the secure portal feature can seem costly for their needs.

Carepatron

All your healthcare work in one place: Notes, Clients records, Appointments, Billing, Payments, Transcription, Communication & more.

DocVilla

DocVilla: transform your independent medical practice with a comprehensive suite of Cloud-Based EMR and EHR software, telemedicine, e-prescribing, lab integration, Fullscript, analytics, POS, Patient portal, and inventory management. Secure, efficient, and hosted on Google Cloud and AWS.

Tebra

Tebra helps medical providers optimize clinical processes by handling administrative tasks so that doctors can focus on patient care

Tebra is popular with physician practices with 1-10 providers and medical billing companies with 1-100 providers.

Klara helps keep patients engaged and enhances key interactions such as scheduling, reminders, post-visit follow-ups and ongoing care.

Mobile Access

Confirmations/Reminders

Appointment Scheduling

By industry, Klara reviewers are most commonly professionals in medical practice (59%). The most frequent use case for Klara cited by reviewers is patient engagement (60% of reviewers).

Users and use cases

Klara is a patient engagement solution with key features that include HIPAA compliance, appointment management, confirmations and reminders, and more.

Klara

Administrative Assistant

We use EMA/Modernizing Medicine as our EMR which directly integrates with Klara so we sent statements, payments links, and bill reminders through Klara.

Medical Assistant

The ability to communicate with our patients which resulted to shorter queueing times in phone calls as patients have the option now to leave a message, book online, submit their records, etc.

Agent

It helps us to be in contact with the patient in a certain way, and also provides the option of providing valuable information to the patient such as; appointment reminders, information request, etc.

It is really convenient to be able to advertise a texting system rather than a nurse taking triage calls, we encourage patients to use Klara to send over questions and concerns and I believe this significantly reduces our office's phone calls throughout the day.

Front Office Supervisor

The only thing that I have found that I don't like about Klara is when a patient has been "checked in" in the office, they sit down in the waiting room and then "confirm" their appointment, Klara then puts the appointment back to "pending".   If the front desk is not closely monitoring the patients, they will not notice that the patient is no longer "checked in".   When you have a patient count of over 200 - this becomes a daunting task

Billing Manager

There are glitches, an inability to delete certain messages, and an inability to add certain numbers to the patients' lists even though they are cell phone numbers rather than landlines.

The ease in which we are able to triage messages across multiply departments, regardless of if our team is on site or at a satellite location, has improved our overall response time to patients.

Healthcare Coordinator

I also like the option to create templates to save even further time as well as the ability to send broadcasted messages and transcribe voicemails!

Patient Advocate

Reminder texts have decreased our "no show" rates, being able to have patient e sign documents and upload updated insurance.

The ease and accessibility of the messaging options. Since patients receive a text notification, the chances of reaching a patient quickly while still saving time on  phone calls is invaluable.

We have garnered more online reviews through simple prompts sent to patients at their 2-week post-op mark as well as streamlining our intake process.

Patient coordinator

How easily duplicate charts are made, and how we cannot add certain things to the initial appointment scheduling (like requiring address for patient etc)

I love that it has the option to do E-forms so all paperwork can be completed in the comfort of the patient's homes before their appointments.

Klara shows the appointment details as if they have scheduled, but there is no clear indicator that you will get a text reminder when your appointment has been successfully scheduled.

Site Manager

There are also a lot of occurrences of pts who will reply 1, 2 or 3 to their confirmation texts and Klara doesn't register it so we have to handle it manually.

Air Traffic Manager

Proximity and Personal: Klara really keeps in touch the relationship between the clinic and the patient and also works as a practical solution for patient to connects without the need to go strictly to the clinic

I love that you are able to easily export, attach and manage documents; as well as exporting insurance cards.

I just hate that Klara locks you out for 1 hour after 3 incorrect attempts to login with no way to get back in hence forcing you to wait an hour to log back in.

We struggle with appointment scheduling, as the wording can be confusing for patients and they don't realize that they have not sucessfully booked their appointment.

Registered Nurse

It seems that I should be able to label whose patient this is in their contact info so it automatically goes to the correct or “default” inbox.

I like the sleek design, the efficiency of patient communication, and how I can see when patients read the message.

Admin Manager

I think it is very tech savvy and adds to how efficiently we can communicate with our patients and sync documents with our EHR.

Nurse Practitioner

I like that it predicts the patient based on their name before I hit enter, also good video/audio quality generally.

Physician Assistant

I wish there was more collaboration with the EMR software so that all the communication would directly move to the EMR instead of having to copy and paste.

Patient Representative

The only way to do this is to unlink it, add the phone # in, then link the chart back up.

I wish there was a way to see what you are typing in as your password so that you can double check what you are typing to avoid incorrect entries.

Patient Coordinator

I have sometimes difficulty signing them on Klara or if I have to merge contacts because their phone numbers have changed.

RN HVA

The accessibility and how it can relay messages and attach and send documents as well.

Surgery Coordinator

I appreciate the convenience of having the option to text or call, sending/receiving forms and pics.

I also like that each patient has their own thread so that you are able to keep things separate in their charts.

I would like to be able to "delete" certain patients out of broadcasts if the message doesn't apply to them.

Recently our patients have been having issues logging in and unable to view certain documents that we send.

Intake Coordinator

There is no way to edit the text in order to highlight certain words/phrases.  

referral coordinaton

I wish it had more languages to offer, not just English and Spanish; if it is set to Spanish, all messages should be sent in Spanish, not just some.

I've noticed many Spanish patients get sent English messages( automated messages ) even if their language is set to Spanish

Front Desk Supervisor

Also, cannot block certain patients from using online scheduler like previous program could.

pp has the option to keep you signed in for 30 days, but I have to enter codes every single time.

Office Manager

Being able to send bulk messages and the fact that all the information transfers over to ModMed.

Will shut down for a whole day sometimes without any warning.

Administrative Director

Therefore, we use other systems for online scheduling, patient paperwork etc.   

Staffing

Certain sections are not as intuitive as they could be, making it difficuly to find specific information quickly.

Give our heavy phone lines able to speak with patients via text

Practice Administrator

There are always glitches that take forever to get worked out by the Klara team.

RECEPTIONIST

Sometimes the patient pushes the wrong button and their appointment gets cancelled and then they come in with no appointment. But I don't think Klara is necessarily responsible for that.

Operations Manager

The dictation of the voicemails are pretty spot on or at least I can make out what the message is.

any type of support or account management has been virtually non-existent.   Nor are there adequate training resources for new employees.

Clinic Coordinator

How efficient the communication with patients is. How efficient the system is with video visits.

Sometimes it is difficult to link patients and they sometimes don't show up in searches.

IntakeQ vs Klara Comparison (2026)

IntakeQ

Klara

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives