New Patient Intake Forms & Insurance Pre-Collection
A done-for-you healthcare automation built for the Intake Specialist, connecting Twilio and Jotform so the work below happens on its own.
What this automation does, step by step
The moment a new patient books their first visit online, this automation immediately sends a secure digital intake packet covering demographics, medical history, and a photo upload request for the front and back of the insurance card.
As soon as the card images come back, the intake specialist gets a notification to key the coverage into the practice management system ahead of the visit instead of scrambling at check-in.
Patients who haven't completed the packet by 24 hours before their appointment automatically receive a reminder text with a direct link to finish it, and any patient who submits an insurance card that doesn't match an active plan on file is flagged for a pre-visit call.
First-visit paperwork time typically drops from 15 minutes in the waiting room to a few minutes of verification at the desk.
- EHR with API access (e.g., athenahealth or DrChrono)
- Zapier or Make.com
- Jotform (digital intake and card upload)
- 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
Manually, an intake specialist is stuck doing repetitive follow-ups and data entry that could otherwise run quietly in the background. None of it is difficult, it's just slow, repetitive, and easy to fall behind on.
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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