Patient Intake & Scheduling

Front-desk intake and scheduling — daily schedule, intake queue, waitlist, forms, and automated reminders.

Run the front desk without the pile of clipboards — work today's schedule and the intake queue, fill open slots from the waitlist, capture forms, insurance, and consents digitally, and let automated reminders cut your no-shows. Providers get a clean "my day"; patients handle their forms from a portal.

Built for clinic front desks where the morning starts with a full schedule, a stack of intake forms, and a phone that won't stop ringing.

Your front desk can

• Run today's schedule and the intake queue from one screen
• Fill cancellations from the waitlist instead of losing the slot
• Capture intake forms, insurance, and consents digitally — no clipboards, no scanning

Your providers can

• Open "my day" and see just their own visits — who's next, who's checked in

Your patients can

• Complete forms and consents from their own portal before they arrive
• See their upcoming visit details without calling

Your org admin / compliance can

• Verify consents are on file and trace any record's history in the audit log

Appointment reminders schedule and send themselves, so the no-show rate falls without anyone working a call list. Row-level security scopes Front-desk/Admin, Provider, Patient, and Org Admin/Compliance to their own views.

What's included

• 5 user roles: Front-desk/Admin, Provider, Patient, Org Admin/Compliance, Public intake/booking
• 11 data tables: Patients, Appointments, Appointment Slots, Intake Forms, Insurance, Consents, Waitlist, Reminders
• 21 workflows: Booking confirmations, TCPA-gated reminders, no-show sweep, waitlist matching
• 9 email templates: Confirmations, reminders, intake nudges, no-show and waitlist notices
• 6 AI agents: Intake Verification, Schedule Gap & No-show Risk, Front Desk, Provider, Patient Companion, Compliance
• Sample data: Demo users for every role + seeded patients, appointments and forms — optional at install
• Security: Row-level security on every table

Data tables (11)

• Clinics — Each clinic location in your organization, with its hours, contact details and settings, so every patient, provider, appointment and reminder is scoped to the right site.
• Providers — The clinicians who see patients, linked to their clinic and their own user account, so each provider gets a "my day" view of just their visits and patient panel.
• Patients — Every patient your clinic sees, with their contact details, assigned provider, intake status and SMS consent in one place so the front desk never hunts for a chart.
• Appointment Slots — Each provider's bookable time, so front desk and patients can only book into slots that are genuinely open and a cancelled slot goes straight back on offer.
• Appointments — The visits themselves — booked, confirmed, checked in, completed or no-show — driving today's schedule, the provider's day and every reminder that goes out.
• Intake Forms — Digital intake forms patients complete before they arrive, queued for front-desk verification instead of being handed over on a clipboard.
• Insurance — Insurance cards and coverage details on file per patient, ready to verify before the visit rather than at the counter.
• Consents — Signed HIPAA, treatment and messaging consents per patient, so you can prove what is on file and gate SMS reminders on real consent.
• Reminders — Every scheduled appointment reminder per patient and visit, queued by email or SMS with its send status, so no-shows fall without anyone working a call list.
• Waitlist — Patients waiting for an earlier appointment, matched automatically to slots that open up so cancellations turn into filled visits.
• Audit Log — Append-only trail of who changed what and when across each clinic, recording field names rather than patient data, kept for compliance review and never edited by hand.

User roles (5)

• Front-desk / Admin — Runs the day: works the schedule, checks patients in, verifies intake and insurance, fills open slots from the waitlist and keeps the clinic moving.
• Provider — Sees only their own day and patient panel, reads the intake ahead of each visit and closes the visit with notes.
• Patient — Completes forms, uploads insurance, e-signs consents, books and confirms visits and manages reminder preferences from their own portal.
• Org Admin / Compliance — Oversees every clinic — users, consent versions and the audit log — and is the only role that can run compliance exports.
• Public intake / booking — Lets new patients start intake or request an appointment from a public page without an account, while seeing nothing beyond open slots.

Workflows (21)

• W1 Appointment created - denorm — When a visit is booked, copies the clinic, provider and end time from the chosen slot onto the appointment so schedules and reminders read cleanly without extra lookups.
• W2 Intake Form created - denorm — Stamps each new intake form with the patient's clinic and assigned provider so the front-desk queue and the provider's day filter correctly from the start.
• W2b Provider reassignment resync — When a patient is reassigned to a different provider, updates their intake forms to match so nothing lands in the wrong provider's queue.
• W3 Insurance created - denorm — Tags each new insurance record with the patient's clinic so front-desk staff only see coverage for their own site when verifying before a visit.
• W4 Consent created - denorm — Tags each newly signed consent with the patient's clinic so compliance checks and SMS gating stay scoped to the right site.
• W5 Reminder created - denorm — Links each new reminder directly to its patient and clinic so the TCPA consent check at send time is a single lookup rather than a chain.
• W6 Waitlist entry created - denorm — Tags each new waitlist entry with the patient's clinic so waitlist matching only offers slots at the site the patient actually attends.
• W7 Public intake started — Turns a new patient into a ready-to-go intake: drafts their form, creates their portal login and logs the record the moment they sign up.
• W8 Intake submitted — When a patient submits their forms, marks intake complete and routes the form to the clinic's front desk for verification.
• W9 Appointment booked — Books the visit end to end: reserves the slot, queues the 48-hour, 24-hour and 2-hour reminders and emails the patient a confirmation.
• W10 Booking request approved — Lets the patient know the moment the front desk approves an appointment request.
• W11 Reminder dispatch (TCPA-gated) — Sends due reminders every hour by email and SMS, and only texts patients who have consented and not opted out — so reminders cut no-shows without a compliance risk.
• W12 Patient confirms — When a patient confirms, moves the visit to Confirmed and stops any further reminders for it.
• W13 Outstanding-intake nudge — Each day, finds tomorrow's patients who still have not finished their forms so they can be nudged before they arrive.
• W14 No-show sweep — Every hour, flags past appointments where the patient never checked in as no-shows so nothing lingers on the schedule.
• W15 Cancellation / reschedule — On a cancellation or reschedule, reopens the slot, cancels the pending reminders and logs the change.
• W16 Waitlist match — When a slot frees up, finds waitlisted patients at that clinic who could take it and flags them as notified.
• W17 SMS opt-out — Honors an SMS opt-out immediately: stamps the date, cancels the patient's pending reminders and records it for compliance.
• W18 Check-in — Records the arrival time when the front desk checks a patient in so providers see who is waiting.
• W19 Visit complete - consent check — When a visit is completed, checks that signed HIPAA and treatment consents are on file and logs the completion.

Email templates (9)

• T1 Appointment confirmation
• T2 Appointment reminder
• T3 Outstanding-intake nudge
• T4 No-show reschedule prompt
• T5 New intake submitted (internal)
• T6 No-show alert (internal)
• T7 Waitlist slot open
• T8 Booking request received
• T9 Booking approved

AI agents (6)

• Intake Verification Assistant — Reviews a submitted intake and points the front desk to missing or inconsistent answers — suggestions only, never edits.
• Schedule Gap & No-show Risk Agent — Gives the front desk a morning brief on unconfirmed visits, open slots and waitlist candidates most likely to fill them.
• Front Desk Assistant — Answers front-desk questions about today's schedule, who has arrived and what is waiting in the intake queue.
• Provider Assistant — Summarizes a provider's day and each patient's intake so they walk into the room already up to speed.
• Patient Companion — Helps patients understand their upcoming visit, which forms are still outstanding and what reminders to expect.
• Compliance Assistant — Helps compliance staff check consents, TCPA status and the audit trail without digging through records.

Categories: Scheduling, Healthcare