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An Intake Form collects essential information when someone first engages with a service or organization in New Zealand. Medical clinics, law firms, social services, and government agencies use these forms to gather key details about new clients or patients, including contact information, personal history, and specific needs.

These forms play a vital role in meeting NZ privacy requirements under the Privacy Act 2020, helping organizations gather only relevant information while creating clear records of consent. Good intake forms make services more efficient and ensure compliance with professional standards, particularly in regulated sectors like healthcare and legal services.

Use an Intake Form whenever you start a new professional relationship with a client or patient in New Zealand. This is especially important for healthcare providers, legal practices, counseling services, and government agencies that need to collect personal information before providing services.

The form becomes essential when handling sensitive information covered by the Privacy Act 2020 or Health Information Privacy Code. It's particularly valuable during initial consultations, patient registrations, client onboarding, or when starting new treatment programs. Using it early helps establish clear boundaries, document consent, and ensure you gather all necessary information in one organized step.

• Health Intake Form: Captures medical history, symptoms, and consent for healthcare providers, aligned with NZ health privacy requirements.
• Business Intake Form: Gathers company details, business objectives, and service requirements for consultants and professional services.
• Real Estate Client Intake Form: Records property preferences, budget, and buyer/seller requirements for real estate transactions.
• Salon Client Intake Form: Documents beauty preferences, health concerns, and treatment history for beauty services.
• Bookkeeping Client Intake Form: Collects financial information, accounting needs, and business structure details.

• Healthcare Providers: Doctors, clinics, and specialists use Intake Forms to gather patient information and maintain records compliant with NZ health standards.
• Legal Professionals: Law firms collect client details and case information while meeting Privacy Act requirements.
• Service Businesses: Salons, gyms, and wellness centers document client preferences and health conditions.
• Government Agencies: Social services and public offices gather citizen information for service delivery.
• Professional Services: Accountants, consultants, and financial advisors record client needs and business objectives.
• Administrative Staff: Process and maintain completed forms while ensuring data protection compliance.

• Core Details: List essential information fields like full name, contact details, and date of birth aligned with Privacy Act requirements.
• Purpose Definition: Clearly state why you're collecting the information and how it will be used.
• Privacy Statement: Include a clear statement about data protection and information sharing policies.
• Consent Section: Add specific consent checkboxes for different uses of information.
• Industry Requirements: Include field sections specific to your service type (medical history for healthcare, financial details for accounting).
• Format Check: Ensure the form is accessible, easy to complete, and stores data securely.
• Review Process: Test the form with sample data to confirm all necessary information is captured.

• Personal Information Section: Required fields under the Privacy Act 2020, including name, contact details, and identification.
• Privacy Statement: Clear explanation of how personal information will be collected, used, and protected.
• Consent Declaration: Explicit permission for information collection and specific uses, with opt-in checkboxes.
• Data Access Rights: Information about the client's right to access and correct their personal information.
• Information Sharing: Details about third-party sharing and data storage practices.
• Signature Block: Space for client signature, date, and acknowledgment of terms.
• Professional Details: Service provider's contact information and relevant certifications.

An Intake Form differs significantly from a Consent Form in both scope and purpose, though they're often used together in New Zealand organizations. While both handle personal information, their functions are distinct and complementary.

• Primary Purpose: Intake Forms gather comprehensive information about a new client or patient, while Consent Forms specifically authorize particular actions or information sharing.
• Timing of Use: Intake Forms are typically completed at the first point of contact, whereas Consent Forms may be needed multiple times throughout service delivery.
• Information Scope: Intake Forms collect broad background details and service requirements, while Consent Forms focus on specific permissions and authorizations.
• Legal Requirements: Under the Privacy Act 2020, Intake Forms must explain data collection purposes, while Consent Forms need explicit permission statements for each intended use.
• Duration: Intake Forms create an ongoing record, while Consent Forms often apply to specific actions or time periods.