By WorkflowPopular

New Patient Intake

Digitize your entire new patient onboarding process

New patient intake is the most critical workflow in any healthcare practice. First impressions matter, and a slow, paper-heavy registration process frustrates patients before they even see a provider. Formisoft transforms this experience by letting new patients complete all registration paperwork online before they arrive, including demographics, medical history, insurance information, consent forms, and HIPAA acknowledgments.

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With Formisoft's workflow automation, the entire intake process runs on autopilot. When a new patient books an appointment or is added to your schedule, they automatically receive a secure link to complete their intake forms. Smart conditional logic ensures patients only see questions relevant to their visit type and medical history. As forms are submitted, data can be exported or sent to your existing systems via webhooks — no manual data entry, no scanning, no lost paperwork.

The platform supports multi-step intake sequences where patients progress through demographics, medical history, insurance details, and consent forms in a guided flow. Real-time validation catches errors before submission, and automated reminders ensure patients complete their forms on time. Practices using Formisoft for new patient intake report saving 15–20 minutes per patient while dramatically reducing registration errors.

How it works

Step 1 of 4

Patient receives intake link

Automatically send a secure form link via email or SMS when a new patient is scheduled

Step 2 of 4

Complete forms online

Patients fill out demographics, medical history, insurance, and consent forms from any device

Step 3 of 4

Data validated and stored

Submissions are validated in real time and securely stored with automatic patient record creation

Step 4 of 4

Staff reviews and confirms

Front desk receives a notification to review completed intake before the appointment

Key features

Everything you need for new patient intake, built into the platform.

Pre-Visit Digital Forms

Patients complete all paperwork before arriving, eliminating waiting room clipboards and reducing check-in time.

Automated Form Delivery

Intake links are sent automatically via email or SMS based on appointment scheduling triggers.

Smart Conditional Logic

Forms adapt in real time based on patient responses, showing only relevant questions for each individual.

Insurance Card Upload

Patients photograph and upload insurance cards directly within the intake form for instant verification.

HIPAA-Compliant E-Signatures

Collect legally binding electronic signatures on consent forms and privacy notices.

Automatic Patient Records

Submitted intake data automatically creates or updates patient records without manual data entry.

Multi-Language Support

Intake forms are available in multiple languages to serve diverse patient populations.

Automated Reminders

Patients who haven't completed their forms receive gentle reminders via email or SMS.

Expected results

75%

Reduction in check-in time

90%

Less manual data entry

15 min

Saved per new patient

Ideal for

Primary care practices

Multi-provider clinics

Specialty practices

Urgent care centers

Dental offices

Recommended templates

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

New Patient Intake Medical History Insurance Verification Hipaa Consent Patient Demographics

Frequently asked questions

How do new patients receive their intake forms?

Formisoft automatically sends a secure link via email or SMS when a patient is scheduled. You can also generate a QR code for in-office use or share a direct link from your website. Patients can complete forms on any device — phone, tablet, or computer.

Can I customize which forms are included in the intake packet?

Absolutely. You can build custom intake sequences that include any combination of forms — demographics, medical history, insurance, consent, and specialty-specific questionnaires. Conditional logic lets you show different forms based on visit type, insurance, or patient responses.

Does patient data sync with our EHR system?

Formisoft offers webhooks and a REST API that let you connect intake data to your EHR. Third-party integration platforms enable automated patient record creation or updates, eliminating duplicate data entry.

What happens if a patient doesn't complete their forms before the visit?

Formisoft sends automated reminders at intervals you configure. If a patient arrives without completing forms, they can finish on a tablet in your waiting room using the same secure link. Staff can also track completion status from the dashboard.

Is the new patient intake process HIPAA compliant?

Yes. All data is encrypted in transit and at rest, forms are served over HTTPS, and electronic signatures meet ESIGN Act requirements. Formisoft provides a full audit trail of form access, completion, and consent acknowledgments.

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.