Intake Automation
Intake in 2 minutes, not 15. Same team. No new software.
Your front desk team is doing an incredible job managing patient flow. But they're spending most of their time on data entry — copying information from paper forms, verifying eligibility by phone, and typing the same data into multiple systems. We automate those manual steps so your team can focus on patients, not paperwork.
90%
faster intake processing
15 min → under 2 min
Zero
duplicate patient records
Automated deduplication
100%
consent form completion
Automated collection
We study your intake process
We sit with your front desk and registration team. We watch every step — from the moment a patient books to the moment they're checked in. Where does data get re-typed? Where do things stall?
We automate the bottlenecks
Not the entire intake process — the specific manual steps that slow your team down. Digital forms, eligibility checks, auto-population, deduplication — custom-built for your workflow. AI handles the unstructured parts — reading insurance cards, extracting data from varied form formats. Simple field mapping is just integration. We use each where it fits.
Patients move through faster
Same team, same systems. But patients spend less time in the lobby, staff spends less time on data entry, and records are more accurate from the start.
"My EHR already does some of this."
It probably does. We don't duplicate what works. We find the gaps — the manual steps your current systems don't cover — and automate those. Every organization's gaps are different. That's why we start with an assessment, not a demo.
Problems We've Solved
Common Intake bottlenecks we automate
Every operation is different. We work with you to identify the ones that cost you the most.
With an engineer — not a salesperson. No commitment.
Real Results
How a diagnostic network transformed patient onboarding
A multi-site diagnostic laboratory network was onboarding hundreds of patients daily across multiple locations. Each location had its own intake process — paper forms, manual eligibility checks, and staff re-typing data into the LIMS and billing system. The front desk teams were experienced and efficient, but the manual workload was unsustainable as volume grew.
We built unified digital intake automation tailored to their specific workflow. Patients received pre-visit forms via text message when their order was placed. Insurance eligibility was verified automatically at the same time. By the time the patient arrived, their demographics, insurance, and consent were already in the system — verified and ready.
The front desk teams didn't change — they were already great at managing patient flow. What changed was how much manual work stood between the patient and their appointment. Intake time dropped from 15 minutes to under 2. Duplicate records virtually disappeared. And the teams finally had time to focus on what they do best: taking care of patients.
Read the full case study90%
faster intake
<2 min
average check-in time
Zero
duplicate records
100%
consent completion
How We Work
What a typical engagement looks like
No two engagements are the same — because no two intake workflows are the same. But this is the general shape.
Assess
We sit with your front desk, registration, and billing teams. We map every step from booking to check-in. We identify the manual bottlenecks that cost you the most time and cause the most errors. We tell you exactly what we'd automate and what ROI to expect.
Free workflow exploration + $1,999 deep roadmap
Build
We build the intake automations — digital forms, eligibility verification, EHR auto-population, deduplication — on top of your existing systems. We test with real patient data, train your team, and go live in phases.
$25K–$75K depending on scope
Run
We monitor form completion rates, eligibility check accuracy, and integration health. When your EHR updates, when a payer changes their eligibility portal, when you add a new location — we handle it.
$2K–$5K/month · 30-day cancel anytime
Expand
Most clients start with eligibility verification or digital forms. Once those are running, we tackle the next bottleneck — deduplication, consent automation, referral processing. Same approach, compounding efficiency.
Scoped per project
$50K Savings Guarantee
If we can't identify $50K in annual savings during the Roadmap phase, we refund the $1,999. You keep the analysis either way.
We Work With Your Stack
We don't replace your systems. We connect them.
We've built integrations with these systems — but if yours isn't listed, we'll figure it out. That's the job.
Common Questions
Before you book
Let's fix your intake bottlenecks.
Schedule a workflow exploration call with an engineer — not a salesperson. We'll map your intake workflow, find the manual steps that slow your team down, and tell you exactly what we'd automate. Free, no obligation.
Book Free AssessmentOr call us: 1-877-326-1761