New-customer and new-patient intake
New customers and patients complete intake from their phone before the visit, and the answers land in the system of record instead of on a clipboard.
New clients show up and spend fifteen minutes on paper forms. Someone retypes them. Fields are blank or unreadable, and the one disclosure question that mattered was skipped. The intake that should have taken five minutes at home takes twenty in the lobby, and the answers still have to be typed into the record afterward.
- 01Trigger
First visit booked
A new appointment or consultation is created, or a lead is marked ready for intake.
- 02Qualify or process
Collect and validate
Required fields are enforced; answers that need review are flagged.
- 03System update
Write the record
Answers and consents land in the system of record, or in a secure summary for staff to enter.
- 04Customer communication
Intake from the phone
A link at booking, a reminder if unfinished, and a printable option on request.
- 05Human escalation
Staff review flags
Medical alerts, conflicts, and complex matters are reviewed by a person before the visit.
- 06Measurement
Intake before arrival
Completion rate before the visit, items flagged, and minutes saved at check-in, weekly.
Best for
- Practices and firms still handing new clients a clipboard
- Offices where intake is retyped from paper into the system
- Businesses whose first appointment starts late because of paperwork
Trigger
A first appointment or consultation is booked, or a new lead is marked ready for intake.
Inputs
- The intake question set, approved by the business and by counsel or compliance where relevant
- The booking record and contact details
- Required consents and disclosures, in approved wording
- Where each answer belongs in the system of record
Actions
- Send the intake link at booking and remind if it is not completed
- Validate required fields before the form can be submitted
- Write the answers to the CRM, practice system, or matter record, or to a secure summary where writes are not supported
- Attach the signed consents to the record
- Flag answers that need a person's review and notify staff when intake is complete
Outputs
- A complete record before the visit
- A completion status list for tomorrow's appointments
- Flagged items for staff to review
Human handoff
Staff review flagged answers before the visit: medical alerts, conflicts, complex matters. Legal intake asks nothing that gives advice or creates a client relationship; a person runs the conflict check.
Exceptions
- Intake still incomplete after the reminders opens a call task for the front desk
- An answer that triggers a flag escalates to the right person before the appointment
- A client who asks for paper gets a printable version and a manual-entry task
- Minors are handled through the guardian on file
Required access
- A form or e-signature platform the business controls
- Write access to the system of record, or an approved secure path for staff to paste from
- Approval of every question and every consent statement
Important limitations
- Many practice management systems do not accept writes, so staff enter from a secure summary rather than the workflow writing directly
- Patient data is scoped with the right agreements (BAA), permissions, data minimization, and security controls before anything is collected
- The law firm conflict check stays with a person; the workflow only collects the names needed to run it
- GoHighLevel
- HubSpot
- Open Dental
- Weave
- Google Sheets
- GoHighLevel
- HubSpot
- Open Dental (validate first)
- Weave (validate first)
- Google Sheets
Two to three weeks, most of it getting the questions and consents approved
$8,000 to $25,000
The range for the tier this workflow usually falls in. Your number comes in a written scope. Pricing →
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