Automating patient intake for a multi-location clinic group
We replaced a paper-and-email intake process across six clinics with an automated, secure digital workflow that routes patient information directly into their practice management system.
Coastal Family Health Group
Healthcare
- Less manual entry
- 83%
- Faster intake
- 11 min
- Forms processed monthly
- 4,200+
Less manual entry
Faster intake
Forms processed monthly
Services
- AI Workflow Automation
- API Integrations
- Cloud Systems
Engagement
14-week engagement
Where they started
Front-desk staff at six locations were manually re-typing patient information from paper forms and PDFs into the practice management system, creating a backlog and frequent data-entry errors.
Intake data lived in inboxes and shared drives, making it difficult to track status, maintain consistency, or stay confident about handling sensitive information.
How we worked through it
A practical process designed to create value quickly and keep the client in control at every step.
Process discovery
We shadowed front-desk teams across locations to map every step from first contact to chart creation.
Secure digital intake
We built a validated digital intake flow with structured fields and conditional logic to reduce errors at the source.
System integration
We connected the intake flow directly to their practice management system with reliable syncing and audit logging.
What we built
- A branded, mobile-friendly digital intake experience patients complete before arrival, with validation that catches missing or inconsistent information up front.
- An automation layer that structures, checks, and routes each submission into the practice management system, removing the manual re-entry step entirely.
- A staff dashboard that shows intake status by location in real time, with clear handling rules for sensitive data.
The results
- Manual data entry reduced by 83%, freeing front-desk staff to focus on patients rather than paperwork.
- Average intake time dropped from over 25 minutes to roughly 11 minutes per patient.
- More than 4,200 forms are now processed automatically each month across all six locations.
The intake process used to be our biggest daily bottleneck. Now it quietly runs in the background, and our staff finally have time to focus on the people in front of them.
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