New Patient Paperwork Pre-Fill System
A done-for-you dental practice automation built for the Front Desk Supervisor, connecting Twilio so the work below happens on its own.
What this automation does, step by step
The moment a new patient books their first appointment online, this automation automatically sends them a digital intake packet, health history form, and insurance information request to complete before they ever arrive.
A reminder goes out 48 hours before the appointment to anyone who hasn't finished the forms yet, and completed forms sync directly into the practice management system so the information is already in the patient's chart when they check in.
Front desk staff no longer hand a clipboard to a new patient in the waiting room or spend ten minutes manually typing handwritten answers into the system.
The front desk supervisor sees which new patients have completed intake ahead of time, and same-day check-in for new patients now takes under two minutes instead of fifteen.
- Dentrix or Open Dental
- Zapier or Make.com
- Digital intake forms (e.g., Lighthouse 360 or Weave)
- Twilio (form completion reminders)
- Email (intake packet delivery)
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
Without a system in place, a front desk supervisor has to manually chase down updates, send reminders one by one, and hope nothing falls through the cracks. It's the kind of work that quietly eats hours every week.
With this automation
- Intake forms that sync straight into your CRM or practice software
- Document collection with automatic reminders
- Welcome sequences that set expectations from day one
- Kickoff and first appointments scheduled without back-and-forth
Often built alongside this one
New Patient Onboarding & Welcome Sequence
When a new patient books their first appointment, this automation sends an immediate welcome email from the dentist with a personal introduction, a…
First-Time Buyer Welcome Series
The moment a customer completes their very first order in Shopify or WooCommerce, this automation enrolls them in a dedicated welcome series through…
New Patient Welcome & Orientation Sequence
Booking a first appointment automatically enrolls the new patient in a multi-touch welcome series managed by the patient engagement specialist: an…
New Resident Digital Welcome Packet
As soon as a lease is signed, the new resident automatically receives a digital welcome packet covering move-in logistics, community rules, and key…
Small Group Sign-Up & Placement
When someone signs up for a small group through the church's website, this automation automatically matches them to a group based on their stated…
Client Intake to CRM Sync System
When a new client submits the firm's web intake form, this automation instantly creates a matching record in the CRM with their contact information…