--- title: "New-patient paperwork done before the visit, insurance card read, gaps flagged to the front desk the day before" description: "A fixed-price automation for clinics and dental practices that sends new patients their intake packet by text, reminds them until it is complete, reads their insurance card, and flags gaps to the front desk before the visit." url: https://midnightflow.ai/packages/clinic-patient-intake-forms date_modified: 2026-10-27T15:15:30-07:00 --- [Healthcare intake teams](https://midnightflow.ai/for/healthcare-intake) # Paperwork done before the patient walks in. New patients get your intake packet by text when they book, reminders until it is done, and your front desk gets the gaps the day before instead of at the check-in window. One-time build $3,500 Live in 3 weeks\* Your time About 3.5 hours After launch We keep it running Runs on FlowRunner $45/month\*\* [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-patient-intake-forms.package-hero) See what you get \* The timeline may need to be adjusted depending on the requirements we receive. \*\* FlowRunner pricing varies with the volume of calls and messages. ## What you get - ### Sent the moment they book New patients get your intake packet by text and email, with reminders until it is done. - ### Insurance card read Payer, member ID, and group number checked against what the patient typed. - ### Consents signed online Consent and financial forms go out for e-signature, and the signed copy is saved. - ### Gaps flagged the day before Missing insurance or unsigned consents reach your front desk as one list. - ### Written into the chart Completed intake lands in your practice system, so nobody retypes it. - ### HIPAA from day one A business associate agreement, and your workspace set up for patient data first. ## How it runs One real example, start to finish. - Runs on its own - A person on your team decides 1. Packet sent Minutes after booking, the new patient gets a link to the intake packet. 2. Patient fills it in They finish it on their phone. One nudge goes out if they stop. 3. Insurance checked A person decides The member ID does not match the card, so your front desk lead calls. 4. Provider heads-up A person decides A history answer the doctor asked to see goes to them by email. 5. In the record The completed intake is written into the patient's record. Nobody retypes it. What changes for your team Your front desk stops handing out clipboards and retyping them, and stops discovering at check-in that the insurance card is missing or the consent is unsigned. They work from the day-before list instead: a short set of patients to call, with the gap already named. Providers see the history answers they care about before the patient is in the room, not on page three of the clipboard during the visit. Patients finish the paperwork at home, on their own time, with their insurance card in hand. Your front desk checks in more new patients without the line backing up, and spends check-in on the patient rather than the paper. We have taken retyping out of healthcare intake before: a mental health transportation provider now handles 125 intake emails a day with zero data entry errors and no new hires ([read the case study](https://midnightflow.ai/portfolio/email-intake-automation)). ## You stay in charge. The routine runs on its own. At these moments it stops, asks a person, and waits for the answer. - A patient's history answer matches something you asked to see before the visit, such as a medication or a condition. Email to the treating provider with the answer and the appointment time - The insurance card cannot be read, or does not match what the patient typed. Text to your front desk lead, who calls the patient or asks at check-in - The packet is still incomplete the day before the visit. Email to your front desk with the list, who decides whether to call or have the patient arrive early ### You set the rules, and can change them any time - The packet. Which forms, which questions, and which are required, matched to your paper forms and approved by you. - When it goes out. How soon after booking, by appointment type. - The reminders. How many, how far apart, by text or email, and quiet hours. - What a provider sees early. The history answers that send an email to the treating provider, and which provider gets it. - The day-before check. What counts as missing, and when the list arrives. - The wording. Every text and email, approved by you, with nothing clinical in the texts. - What staff messages may include. Patient details go only by channels covered by your business associate agreements. ## Your part is small. 3.5 hours of your team's time 3 weeks\* to live \* The timeline may need to be adjusted depending on the requirements we receive. **We build, connect, and test** _Midnight Flow_ **Sign the BAA** _Doctor-owner, 15 min_ Week 1, day 1 **Practice system access** _Office manager, 30 min_ Week 1, day 1 **Accounts setup call** _Doctor-owner, 45 min_ Week 1, day 1 **Your current forms** _Office manager, 30 min_ Week 1, day 2 **History answers to flag** _Doctor-owner, 30 min_ Week 1, day 3 **Packet and test review** _Office manager and doctor-owner, 1 hour_ Week 3, day 15 Project start Monday, November 2 Going live Monday, November 23\* An estimate, if we start next Monday. Want to start Monday, November 2? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-patient-intake-forms.package-estimate) ### What can move the date - Paper forms that need to be agreed and rewritten as one online packet. - Business associate agreements with your form tool, texting, e-signature, email, or AI provider that are not in place yet. - Your team's time to review the test run and approve go-live. ## Works with what you already use - ### Your practice management system or EHR (Open Dental, Dentrix, Eaglesoft, or your specialty system). New bookings start the packet, and completed intake lands in the patient's record. - ### Your intake form (the packet we build for you, or Jotform or Formstack if you already use them). Patients fill it in on their phone, card photo included. - ### DocuSign Consents go out from your templates, and the signed copies come back to the record. - ### Your AI provider Reads the insurance card photo and spots the history answers you flagged, on your own account. - ### Text messages (Twilio). The packet link, reminders, and the heads-up to your front desk lead. - ### Email (Gmail or Outlook). The packet link, the provider's heads-up, and the day-before list. - ### Your FlowRunner workspace Set up for patient data, with per-person permissions for your team. ## The details ### Included - An online intake packet that mirrors your paper forms (demographics, insurance, medical or dental history, and consents), built in a form tool covered by a business associate agreement with you. - The packet link sent by text and email as soon as a new patient books, with reminders on your schedule until the packet is complete. - The insurance card photo read, with payer, member ID, and group number checked against what the patient typed. - Consent and financial-policy forms sent for e-signature through DocuSign, if you use it, with the signed copy saved. - A check the day before each visit for missing insurance, unsigned consents, and unanswered history questions, sent to your front desk as one list. - Completed intake written into the patient's record in your practice management system or EHR, so nobody retypes it. - A business associate agreement with Midnight Flow, and your FlowRunner workspace set up for patient data, before any patient data is handled. - A test run with sample patients before go-live, and a walkthrough for your team. ### Not included - Reviewing a patient's medical or dental history. The automation flags the answers you list for a provider and makes no clinical judgment. - Insurance eligibility and benefits verification with the payer. - Collecting payments or card details through the form. - Changes to your practice management or EHR settings, templates, or data beyond the patient's intake details. - Your FlowRunner subscription and AI model usage, which are billed separately. - Ongoing changes after launch, which are covered by the care plan or priced per change. ## After launch, we keep it running. ### On our care plan We monitor it, fix it, and make your changes, with a named contact. Your team does nothing. $300 a month, unlimited changes, cancel any month ### Or run it yourselves We hand it over and train your team on what it does and what to do if something looks off. Changes later: $75 an hour It keeps running. Your automation lives in a FlowRunner account in your business's name, so it never depends on us, and we hand everything over to you or whoever you choose. ## $3,500 One-time build. Live in 3 weeks\*. We keep it running. \* The timeline may need to be adjusted depending on the requirements we receive. Our price covers the build: setup in your accounts, tuning on your own past data, and training your team. FlowRunner runs it from there. [How we work](https://midnightflow.ai/how-it-works) Extras that apply: your FlowRunner subscription, $45/month\*\*, billed by FlowRunner, and your AI model usage, billed by your AI provider. Neither is included in our price. We set both accounts up for you. See [FlowRunner pricing](https://flowrunner.ai/pricing). \*\* FlowRunner pricing varies with the volume of calls and messages. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-patient-intake-forms.package-price) ## Frequently asked questions ### Do we have to change form tools? No. If you already use a form tool such as Jotform or Formstack, and it is covered by a business associate agreement with you, we build on it. If not, we build the packet for you, and it comes with the automation. ### What about patients who will not fill out a form online? They fill it out at the front desk as they do today. The day-before list tells your team who to expect that from. ### Can the packet be sent to existing patients for an annual update? Yes, as a change once the new-patient packet is live. Tell us at scoping if you want it in the first build, and we will scope it in. ## See it run for your business Watch the whole process for healthcare intake teams, step by step. ### [Healthcare intake teams](https://midnightflow.ai/for/healthcare-intake?demo=1) Every referral read, checked, and ready to approve in minutes. Try the live demo Other industries [Freight brokers](https://midnightflow.ai/for/freight-brokers) [General contractors](https://midnightflow.ai/for/general-contractors) [Home-services contractors](https://midnightflow.ai/for/home-services) [Vacation rental managers](https://midnightflow.ai/for/vacation-rental-managers) [Wedding and event venues](https://midnightflow.ai/for/wedding-venues) [Wholesale distributors](https://midnightflow.ai/for/wholesale-distributors) [Wineries](https://midnightflow.ai/for/wineries) [Something else](https://midnightflow.ai/packages/custom) Rather talk it through first? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-patient-intake-forms.package-footer) [Take the fit check](https://midnightflow.ai/fit-check?vertical=healthcare-intake&package=clinic-patient-intake-forms) --- Markdown version of https://midnightflow.ai/packages/clinic-patient-intake-forms. Site index: https://midnightflow.ai/llms.txt