Patient intake at optometry clinics requires staff to manually compose personalized emails, send forms, chase missing submissions, and re-enter data into the practice system. This manual workflow is slow, error-prone, and delays appointment preparation.
Automation sends intake forms automatically when patients book, tracks completion in real time, sends reminders to non-responders, and syncs validated data directly into patient records. Clinicians receive complete, accurate information before each appointment.
The full workflow, from trigger to completion.
Appointment is created with patient contact details and appointment type.
Automation retrieves patient name, email, phone, and appointment details from booking and pre-fills a Google Form with known information.
Personalised email with pre-filled form link is sent automatically to patient, including appointment reminder and deadline.
Automation checks for submission status. If form is not submitted 48 hours before appointment, a reminder email is sent automatically.
Submitted form responses are validated for required fields, phone format, and insurance details. Flagged entries are routed to staff for manual review.
Verified form data is automatically written to the patient record, including medical history, allergies, and insurance information.
Message is sent to the front desk channel confirming form completion and flagging any items requiring clinician review before the appointment.
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