New client intake and consent forms are critical for compliance and safety, but manual collection, verification, and data entry consume significant staff time and create bottlenecks at check-in. Missing or incomplete forms delay appointments and expose the clinic to liability.
Automation sends intake forms to clients immediately after booking, validates completeness in real time, extracts health data directly into the client management system, and flags medical concerns for the therapist before the appointment begins.
The full workflow, from trigger to completion.
Automation detects a new client record created in the booking system or a new appointment scheduled. Captures client name, email, phone, and appointment date.
Automation sends a customized digital intake form via email to the client immediately after booking. Form includes health questionnaire, consent, and emergency contact fields.
Automation tracks form completion and sends automated reminders if the form is not submitted within 24 hours and again 2 hours before the appointment.
The automation reviews submitted form for completeness, flags missing signatures or health concerns, and extracts structured data from responses.
Automation saves the completed form as a PDF with timestamp and digital signature verification to secure cloud storage, organized by client and date.
Automation populates client management system with extracted health information, emergency contacts, and consent status, eliminating manual re-entry.
Automation sends notification to therapist and receptionist if form contains allergies, injuries, or contraindications, with full details attached.
Automation sends confirmation email to client and updates appointment status to ready, so staff knows forms are complete before client arrives.
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