AI Patient Intake Before the Visit.
Conversation, Not a Clipboard.
Check-In Ready.
IntakeFlow is AI patient intake for clinics tired of clipboard paperwork. Patients share their medical history, photograph their insurance card, and sign consents from home, and your doctor gets a short briefing summary before the first visit.
Try the AI Patient Intake Dashboard Simulator
Switch between the patient chat, the reception queue, doctor summaries, and the drag-and-drop form builder, and see how the intake logic works end to end.
Navigation
Compliance
Select Symptom Concern to Simulate:
94%
Average Completion Rate
7.2 min
Average Onboarding Time
1.4 hrs
Admin Time Saved per Doctor Daily
35%+
No-Show & Drop-Off Reduction
100%
HIPAA Compliant Vault
5/5
Average Patient Score
Structured for Patients, Doctors, and Staff
Your patients get a text with their intake link, photograph their insurance card for AI verification, and answer symptom questions in chat. Your team gets a tidy pre-visit folder for every appointment, before the patient walks in.
From Booking to Ready
Patient Experience Portal
- Conversational intake chat
- Insurance card photo scan
- Consent e-signatures
- Progress tracker for patients
Clinic Staff Dashboard
- Today's readiness queue
- Send SMS reminders
- Insurance check status
- Files still missing
Doctor Dashboard View
- AI pre-visit summaries
- Allergy alerts up front
- Medical history timeline
- Patient concerns list
Form SaaS Admin panel
- Drag-and-drop form builder
- EHR integration console
- Automation rules panel
- Audit logs with hashes
12 AI Patient Intake Automation Features
Everything between booking and the exam room: screening questions, signed consents, insurance checks, and a queue your front desk can trust.
Digital Intake Forms
Patients fill in demographics, health history, and pain scores on their phone before they arrive, no clipboard at the desk.
Smart Form Builder
Your team builds its own questionnaires with dropdowns, checkboxes, file uploads, and signature fields, no code needed.
Insurance Management
Patients snap a photo of their card. The system reads the policy details and matches them to the right patient record.
AI Intake Assistant
Guides patients question by question, explains unfamiliar terms in plain language, and flags blanks before they submit.
AI Patient Summary
Turns pages of answers into a one-page brief your doctor can scan in under a minute before the consult.
Appt Preparation System
Sends each patient a short checklist before the visit: what to bring, which forms are missing, where to park.
Document Upload Vault
Patients upload past charts, lab results, and X-rays from their phone, and your staff can preview them right away.
Digital Consent Forms
Patients sign treatment and billing consents at home, each one sealed with a cryptographic hash.
Clinic Queue Dashboard
Your front desk sees today's schedule at a glance, who finished intake, who is mid-form, who still needs a nudge.
Receptionist Dashboard
Shows follow-up tasks and cards still to scan, and alerts your front desk when a patient's file is missing something.
Doctor Dashboard View
Doctors open one view with clinical alerts, current medications, and the patient's full history, no page hunting.
Automation Workflow Engine
You set the rules once: appointment booked -> form link goes out. 24h to go -> reminder text follows.
AI-Powered Pre-Visit Onboarding
IntakeFlow is not just a web form with your logo on it. It interviews the patient, checks what is missing, and briefs the doctor.
AI Conversational Interview
A conversation, not a grid
Patients answer in plain words instead of filling in a grid. The AI asks about symptoms and how long they have lasted, then builds the structured chart.
Onboarding Readiness Index
Clear daily visibility
Every appointment gets a readiness score (e.g. 92% Ready), so your front desk can see who still owes a form before they walk in.
AI Missing Item Detector
Zero missing paperwork
Every submitted form is checked, and the patient gets a text right away about a forgotten card or an unsigned consent.
Intelligent Personalization
Form routing by procedure
The form changes with the visit reason, an implant consult gets different questions than a routine cleaning.
AI Summaries for Doctors
Save 5-10 minutes per patient
Pages of answers become a short pre-visit brief, with three suggested questions for the doctor based on what the patient reported.
Voice-Based Patient Intake
Spoken symptom analysis
Patients can simply say what is wrong, 'upper jaw pain for three weeks', and the AI puts it into the right medical fields.
Tailored for Every Clinical Workspace
The questions change with the specialty. Dental practices, GP offices, surgical clinics, and hospitals each get intake matched to their compliance needs and check-in routine.
Dental Practices
“Implant consult questionnaires and insurance checks before the visit”
What Clinics See
Dental offices cut front-desk intake paperwork by 85% and sort insurance cards before check-in, not at the desk.
How the Visit Comes Together
A patient books an implant consult online and gets a text with their intake link
The AI chat asks about symptoms and history, and notes a Penicillin allergy and jaw pain
The patient photographs their MetLife insurance card in the mobile browser
The system reads the provider details and member ID, and marks the file Pending Verification
The patient reads and signs the implant consent form, sealed cryptographically
The doctor opens a one-page AI summary with suggested questions for the consult
The Tech Stack Behind IntakeFlow
Built on Next.js 15, with Server Actions handling the work and PostgreSQL keeping patient data safe.
Frontend Core
Backend Engine
Database Layer
AI & Media Services
Database Architecture (PostgreSQL Schema)
Relational tables built around patient intake: custom forms and their fields, e-signature hashes, and the audit log behind them.
Prisma Schemas
Patient & Clinic
Patient profiles, demographics, and the clinic directory.
Forms & Drag-Drop Fields
Your custom intake forms and their field types, text, file upload, signature.
Form Responses & Signatures
Patient answers, verified e-signature hashes, and timestamps.
Insurance & Audit Trails
Insurance details read from card photos, plus the permanent access log.
// Prisma database schemas (IntakeFlow AI)
clinicId String
title String @default("New Patient Intake")
fields FormField[]
responses Response[]
formId String
label String
fieldType String @default("text")
form Form @relation(fields: [formId], references: [id])
patientId String
esignHash String
timestamp DateTime @default(now())
ipAddress String
HIPAA Safeguards & Encryption
How we keep patient information private: separated clinic data, encrypted files, and a full record of who accessed what.
HIPAA Compliant
Patient health information (PHI) is encrypted with AES-256 at rest and TLS 1.3 while it moves.
Tenant Isolation
Each clinic's data lives in its own namespace at the database level, so one practice can never see another's records.
Detailed Audit Logs
Every read, update, and export is logged for good, along with the IP address and session behind it.
RBAC Controls
Permissions are split by role, owners, physicians, receptionists, nurses, and patients each see only their part.
Secure Media Storage
Cards, IDs, and consultation records sit in private AWS S3 vaults, reached only through links that expire.
Anomalous Login Block
Suspicious sign-ins, repeated failures or a sudden IP change, get the account suspended right away.
Audit Trail Compliance
Full history and timestamps are kept on record changes, so you can always show who touched what, and when.
Data Portability
Admins can export histories in HL7 FHIR-compliant JSON, so your data is never locked in with us.
Integrations Your Clinic Already Uses
IntakeFlow plugs into the tools your clinic already runs, messaging, email, payments, and your EHR.
OpenAI GPT-4o
AI ServicesRuns the intake conversation, drafts the doctor's pre-visit brief, and checks for missing files.
Twilio API
SMS & MessagingSends check-in texts and appointment reminders, and handles intake conversations over WhatsApp.
Resend
Email ServiceDelivers calendar links, visit instructions, and invoices straight to the patient's inbox.
Prisma & PostgreSQL
Database LayerKeeps queries type-safe, handles database migrations, and writes the audit trail.
AWS Cloud S3
File VaultStores diagnostic files, card scans, and history documents behind secure, expiring access tokens.
Stripe Connect
Billing EngineHandles co-pays, pre-authorizations, subscription plans, and automatic clinic invoicing.
FHIR standard API
EHR SyncSyncs demographics, insurance details, and uploaded documents with your hospital's EHR database.
Auth.js / Clerk
AuthenticationManages staff logins, provider credentials, session timeouts, and multi-factor checks.
n8n / Zapier
Workflow AutomationConnects finished check-ins to your task boards, team calendars, and clinic CRM.
Frequently Asked Questions
Straight answers on HIPAA, insurance card scans, the form builder, and how intake syncs with your EHR.
Let Patients Finish Intake Before They Arrive
Run a single-doctor practice or a hospital team across specialties, either way, IntakeFlow moves the paperwork out of the waiting room and into the days before the visit, where it belongs.