New Patient Intake & EHR Sync System
A done-for-you healthcare automation built for the New Patient Coordinator, connecting Twilio and Jotform so the work below happens on its own.
What this automation does, step by step
As soon as a new patient books their first appointment, this automation sends a secure digital intake packet 48 hours ahead of the visit, covering demographics, insurance details, medical history, and consent forms.
Completed forms are parsed automatically and written directly into the correct fields in the EHR, so the new patient coordinator opens the chart on visit day already populated rather than handing the patient a clipboard at the front desk.
Patients who haven't completed the packet by 24 hours before their visit receive an automatic reminder text with a direct link to finish it.
First-visit check-in time typically drops from 15 minutes of paperwork to under 3 minutes of verification, and the provider walks into the room with a complete history instead of a blank chart.
- EHR with API access (e.g., athenahealth or DrChrono)
- Zapier or Make.com
- Jotform (digital intake forms)
- Twilio (completion reminder texts)
- Email (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
Left to a person, this means a new patient coordinator re-enters the same data more than once, double-checks it by hand, and still occasionally misses something. Over a month, those small manual steps add up to a significant amount of lost time.
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
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