By Workflow

Appointment Scheduling & Intake

Connect scheduling with automatic intake form delivery

The gap between appointment scheduling and patient intake is where most practices lose efficiency. A patient books an appointment, but the intake process doesn't begin until they arrive — or at best, someone manually sends forms days later. Formisoft bridges this gap by connecting scheduling directly to intake automation, creating a seamless experience from booking to arrival.

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When a patient schedules an appointment — whether through your online booking, phone call, or EHR — Formisoft's workflow engine detects the new appointment and immediately triggers the appropriate intake sequence. The system evaluates the visit type, patient status (new vs. returning), provider, and any special requirements to determine exactly which forms to send. An appointment request form can also serve as the entry point, capturing the patient's preferred times and reason for visit while simultaneously collecting preliminary intake data.

This integrated approach ensures that no appointment falls through the cracks. Every scheduled patient receives their intake forms automatically at the optimal time. The scheduling-to-intake pipeline includes confirmation messages, form delivery, completion reminders, and staff notifications — all running without manual intervention. For practices processing dozens or hundreds of appointments per week, this automation eliminates hours of administrative work while ensuring every patient arrives prepared.

How it works

Step 1 of 4

Patient books appointment

Whether through online booking, phone, or EHR, the new appointment triggers the intake workflow

Step 2 of 4

Intake sequence selected

Visit type, patient status, and provider determine which forms are automatically assigned

Step 3 of 4

Forms delivered with confirmation

Appointment confirmation and intake forms are sent together, so patients have everything in one message

Step 4 of 4

Arrival with intake complete

Patients arrive with forms already submitted, enabling a fast check-in experience

Key features

Everything you need for appointment scheduling & intake, built into the platform.

Online Appointment Requests

Embed a booking form on your website that captures appointment preferences and preliminary intake data simultaneously.

Visit-Type Automation Rules

Define which intake forms are triggered for each visit type — new patient, follow-up, wellness, procedure, and more.

Confirmation + Intake Combo

Send appointment confirmation and intake forms in a single message, reducing patient confusion and email fatigue.

Multi-Provider Scheduling Logic

Each provider can have unique intake requirements that are automatically applied when their appointments are booked.

Waitlist Management

Manage appointment requests and waitlists with automated notifications when slots open up.

Same-Day Booking Support

Urgent or same-day appointments trigger abbreviated intake forms designed for quick completion.

Expected results

85%

Pre-visit form completion

50%

Less scheduling admin work

3 min

Average check-in time

Ideal for

Practices with online booking

High-volume clinics

Multi-provider groups

Specialty referral practices

Primary care offices

Recommended templates

Start with a pre-built template and customize it for your practice.

Appointment Request New Patient Intake Patient Demographics Medical History Insurance Verification

Frequently asked questions

Can patients book appointments directly through Formisoft?

Formisoft provides an appointment request form that can be embedded on your website. Patients submit their preferred dates, times, and reason for visit. Your staff reviews and confirms the appointment, which then triggers the automated intake workflow. This gives you control over scheduling while providing patients a convenient online request option.

How does the system know which forms to send for each appointment?

You configure automation rules based on visit type, patient status, provider, and appointment reason. For example, a new patient visit with Dr. Smith might trigger demographics, medical history, insurance, and a specialty-specific questionnaire, while a follow-up with the same provider only sends an update form. Rules are set once and run automatically.

What if a patient reschedules their appointment?

If intake forms haven't been completed yet, the reminder timeline adjusts to the new appointment date. If forms have already been submitted, no duplicate requests are sent. The patient's completed intake carries forward to the rescheduled visit.

Does this work with our existing scheduling system?

Formisoft offers webhooks and a REST API for connecting with your scheduling system. You can use third-party integration platforms to synchronize appointments and trigger intake workflows automatically.

Workflow

Ready to streamline your intake?

Start with a template, customize with the AI builder, and go live today. Every feature is already built into Formisoft.