Digital Intake replaces the clipboard-and-pen workflow with mobile-first forms patients complete from their phone — typically the night before their visit — with dynamic logic, e-signatures, ID/insurance capture, and direct sync into your EHR/CRM.
What it does
Patients receive a secure link via SMS or email after booking. They fill out medical history, consents, photo ID, insurance card photos, and any service-specific forms (cosmetic, surgical, pediatric) on their phone. Forms branch dynamically — only the relevant questions appear. Once submitted, everything lands directly in your EHR/CRM, ready for the visit.
How it works
Step 1 — Booking triggers intake
The moment a patient books, intake is sent automatically. No staff effort. No reminder ritual.
Step 2 — Smart, conditional forms
Forms adapt based on service, age, history. A Botox first-timer sees one set of questions; a returning surgical patient sees another.
Step 3 — Auto-sync
Submitted data flows into your EHR/CRM through native integration or secure API — no double entry, no scanning paper forms.
What you’ll see in 90 days
- 10–15 minutes shaved off every first visit
- 3–5 staff hours/day reclaimed from re-typing forms
- 90%+ intake completion before arrival (vs. ~40% with paper)
- Cleaner data — no illegible handwriting, no missing fields
Setup & onboarding
Live in 7 days.
- Day 1–2. We collect every form your clinic uses today (medical, cosmetic, consent, insurance) and digitize them.
- Day 3–4. Build conditional logic, branding, and EHR mapping.
- Day 5–6. Test on staff phones; tune with feedback.
- Day 7. Go live for new bookings.
Common questions
What if a patient won’t use their phone?
Tablet check-in at the front desk falls back to the same forms — same data, same destination.
Can patients pay copays at intake?
Yes. The intake flow can include a copay/deposit step via Stripe (requires Payments & Memberships agent).
HIPAA?
Yes. Encrypted, access-logged, BAA included. SOC 2 hosting.
Pricing
$199/month. Includes form digitization, dynamic logic, EHR/CRM sync, and unlimited submissions. Cancel anytime.
Who this is not for
This agent isn’t a fit if:
- Practices where 80%+ of patients are 75+ and never use smartphones (provide tablet check-in fallback).
- Clinics on a paper-records-only EHR with no API.
- States or countries that don't legally accept digital signatures (rare).
Troubleshooting
Forms not syncing into the EHR
API authentication has lapsed — most common cause. Re-auth in integrations.
Patients say the link doesn't work
SMS sender being filtered. Verify 10DLC registration and sender ID.
Conditional logic skips wrong fields
Review the if/then chain in the form builder — usually a missing branch.
Patients submit blank forms
Required-field flags missing on critical questions — toggle them on per question.
Pair this with
These agents are designed to work alongside this one — clinics typically activate them together:
- AI Voice Receptionist — A natural-sounding voice agent that answers every call 24/7, books appointments live, and transfers urgent issues to staff with full context.
- AI Chatbot — A trained, HIPAA-aware chat agent on your website that answers patient questions 24/7 and books consultations directly into your calendar.
- Smart Booking — A real-time, multi-provider booking layer that syncs your website, phone, chatbot, and staff calendars — every appointment in the right slot, every time.
Ready to put this agent to work?
Add it to your plan in 60 seconds, or book a strategy call to map the right combination for your practice.