Inquiry-to-Intake Conversion & Insurance Verification System
A done-for-you behavioral health automation built for the Admissions Coordinator, connecting Twilio, Jotform, and Salesforce so the work below happens on its own.
What this automation does, step by step
Every inquiry (whether from a person seeking help, a concerned family member, or a referral source) triggers an immediate acknowledgment by text or phone within minutes, and the system walks the admissions coordinator through a structured clinical pre-screen before the first live conversation.
Insurance eligibility and benefit verification for behavioral health services is initiated automatically from the intake data, and the coordinator receives a coverage summary before the financial discussion begins.
Inquiries that don't convert to an admission within 72 hours receive a compassionate follow-up sequence that keeps the connection open without being pushy, because the person who called once but didn't admit may call again when they're ready, and they should remember the organization that treated them with dignity during the first call.
- CRM or admissions software (e.g., Kipu Health or Salesforce Health Cloud)
- Jotform (HIPAA-compliant pre-screen form)
- Zapier or Make.com
- Twilio (immediate inquiry acknowledgment SMS)
- Insurance eligibility API (e.g., Availity or Change Healthcare)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on an admissions coordinator, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
With this automation
- Instant first response by text and email on every new inquiry
- Follow-up cadences that stop the moment a lead replies
- Stalled-deal alerts before a pipeline quietly goes cold
- Clean CRM records without manual data entry
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