Intake & documents
Paperwork that fills itself in
Someone fills a form out by hand; someone on your staff types it into the system; someone later fixes the typo. Intake, referrals, insurance cards, IDs, contracts - the same data entered two or three times, at 10 to 20 minutes per client.
What we build
- Digital intake forms sent before the visit, feeding answers straight into your records system
- Document extraction: photos or scans of IDs, insurance cards, and referrals become structured fields automatically
- Validation rules that flag anything suspicious for a human instead of guessing
- An exceptions inbox so staff review the 5 percent that needs judgment, not the 95 percent that does not
Timeline
2 to 4 weeks to live
Built on
- Claude API (structured extraction)
- Your EMR / PMS / CRM
- Jotform / Typeform
- Make or n8n
What to expect
Staff stop re-typing. Records get more accurate, not less. A practice intaking 10 new patients or clients a week typically gets back 8 to 12 staff hours.
Who uses this most
Common questions about this build
This is exactly where the compliance design matters. We process inside your systems where possible, store nothing without a signed agreement, and walk through the data flow with you in plain English before building.
Low-confidence fields are flagged for human review rather than auto-filled. The system is designed to hand judgment calls to people, not hide them.
Find out what your week looks like with the busywork gone.
A free 30-minute audit. You leave with three automation ideas sized to your business - whether you hire us or not.
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