AI intake and paperwork
The clipboard, filled in before they arrive.
Collects what a visit or a job needs, runs the checks, and fills the forms your front desk retypes today.
Intake, checks and forms included. A person approves every form before it leaves.
From $2,500 per project
What it does
Four jobs, done the way you would do them.
Online intake: forms, photos, insurance card, ID
After a booking, the questions your front desk would ask, by text or web, one at a time. The answers and the photos join one record instead of a chain of messages.
After an online booking, 9:41 pm - Welcome. A photo of your insurance card to start?
- Here you go
- Photo received, front and back added to the record
- Thanks. Any allergies we should know about?
Pre-visit checks such as insurance verification and eligibility
Is the plan active, what is the copay, is the ID on file, is a signature missing. Each answer waits in the record with its source attached. Rules, not judgement.
To the front desk, 7:15 am - Ortiz, Thursday 8 am: plan active, copay $40. Checked with the insurer at 7:12.
- Result and source attached to the record
Forms and records filled from the conversation into your system
A client texts a new address and it appears on the draft file. A patient’s answers go into the chart. Nothing is retyped from a PDF.
A client, the day before - New address is 14 Palmer Ave, apt 2
- Address written to the draft file
- Got it, thanks. See you Thursday at 8.
A person approves anything before it leaves
No form goes to a patient, a court or a customer until someone on your team reads it and presses approve. Every approval is logged with who and when.
To the front desk, 7:30 am - Ortiz, Thursday 8 am: history and consent drafted from the answers. Review and approve?
- Approved. Fixed one phone number.
- Filed. Logged: Maria, 7:34 am
A day with it
A new patient, booked to seen.
A physical therapy clinic in Winter Park, a new patient booked for Thursday. The names are made up.
- 9:40 pmPatient
Books a first visit online.
- 9:41 pmSystem
Texts from the clinic’s number: “Welcome. Three things before Thursday: a photo of your insurance card, your history, your consent. Start whenever.”
- 9:52 pmPatient
Answers the questions on their phone. Sends the card photo.
- 9:53 pmSystem
Fills the history and consent forms from the answers.
- 7:15 amSystem
Runs the eligibility check. Plan active; the estimated share goes into the record with the result attached.
- 7:30 amFront desk
Opens the morning list. The chart is drafted and flagged “ready for review”.
- 7:34 amFront desk
Fixes one phone number. Approves. The chart is filed.
- Thu 8:00 amPatient
Signs on the tablet and is seen. No clipboard.
Hands off to a person
What it never decides.
These go to a person, every time.
Every outgoing form
A person on your team reads it and approves it first. The system drafts; it does not file or send on its own.
Clinical, legal and financial judgement
It records what was said. It does not interpret a symptom, advise on a matter or decide a coverage dispute.
A check that comes back unclear
An eligibility or ID check that fails or looks odd becomes a note for a person, not an assumption in the record.
Anything missing
Someone who stops halfway gets one reminder. After that, the front desk sees what is missing and takes it from there.
Who it is for
What changes, by kind of business.
Clinics and practices
New-patient paperwork, insurance verification and consent forms done before the visit, drafted into your practice system. The written plan names every service that touches patient information, with its agreement and its safeguards.
Law, accounting and professional firms
Client intake, conflict-check details and engagement letters prepared from the conversation, reviewed by a person before anything is sent.
Salons, spas and studios
Consent forms, allergies and the photo of an ID, collected before the first appointment so the chair is not waiting.
Restaurants and caterers
A catering or private-event request collected once: date, headcount, menu, allergies, deposit. Written into your event sheet, confirmed by a person.
What it costs
One fixed price for the build.
Agreed in the written plan before any work starts.
The build
AI intake and paperwork
Online intake, pre-visit checks such as insurance verification, and document automation from the conversation into your system.
- Build and setup
- From $2,500 per project
- Tested with your own forms before it goes live.
- The first call, the visit and the written plan are free.
- 60 days of free fixes after it goes live.
Add-ons, priced in the written plan
- SpanishThe intake conversation and the reminders in Spanish as well as English. The forms stay in the language your system expects.
- A second system connectedThe record written into two systems at once, such as your practice software and your billing.
- Website intake formThe same intake as a form on your website, for people who would rather type than text.
- Every build price here is where a project starts: the base build its card describes. Add-ons are priced in the written plan, so the final figure moves with what you choose.
- Text messages, AI usage and any verification service are billed to you at cost; we add nothing.
- Two or more AI employees share one build and cost less together.
Also in AI employees
- AI receptionistTexts back every call you miss, and answers texts and web messages from your real prices and calendar, day and night.
- AI follow-upKeeps appointments, quotes and invoices moving with automatic follow-up, and stops the moment someone answers.
- All services and pricesThe whole menu, with each starting price.
How it goes live
A call, a visit, a written plan. Then the build.
A phone call
Twenty minutes with Ben, who builds the system: what rings, what gets typed twice.
A visit
We come to your business and watch a normal day: the phone, the calendar, the forms.
The written plan
Within a week of the visit: what to build first, what to leave alone, a fixed price for each. Free, and yours either way.
Say yes to the plan and we build it on your accounts and your number, tested with your own calls, texts and forms before anyone else hears it. At the handover your team is shown how it works and how to change it.
Reading
Before you decide.
What an AI front desk can do in a medical or dental office
What an AI receptionist for a dental or medical office handles, what it hands to staff, and what to check about patient data before signing with any vendor.
Can I trust it not to make mistakes? Where a human must stay in the loop
Can you trust AI not to make mistakes? No. A three-tier rule for small businesses: what runs alone, what waits for approval and what AI never decides.
AI-written listings in Florida: the boat slip that wasn't there
AI-written listing descriptions can invent a boat slip in seconds. Florida’s advertising rules, who pays when it’s wrong, and a broker review that fits.
Questions
What owners ask about it.
Does any paperwork go out without a person seeing it?
No. Every form or record the system drafts waits for someone on your team to read it and approve it, and the approval is logged with who and when. The intake questions and the one reminder are the only messages it sends on its own.
What about HIPAA?
A clinic’s build is set up for it from the start. The written plan names every service that touches patient information, the business associate agreement with each, where patient data is kept (inside those services, never a general chat tool), and the safeguards and risk review your practice works through with us. Our article on the AI front desk in a medical or dental office sets out what to ask any vendor.
Which forms can it fill?
The ones your system already has: a patient chart, a matter intake, a client file, an application. The written plan names each form and each field it fills.
What do we keep if someone else supports it later?
Everything: the intake questions and the forms they fill, as documents you can change; the connections to your practice, case or job system, in your name; and the runbook. Another developer gets the same three things.
Where are patient or client documents kept, and who can open them?
Inside the practice, case or job system you already use, under its own permissions; the system writes into it and keeps nothing of its own. The intake conversation runs on services that sign the agreements your kind of business needs, and your runbook names every one of them.
Can our staff try it on our own forms before it goes live?
Yes. The build is tested on your real forms with made-up patients or customers, and your front desk changes the questions until they fit. It takes a real intake only when they say so.
What if a patient or customer does not finish the intake?
They get one reminder. After that, the front desk sees exactly what is missing and takes it from there in person. Nothing is filed half done.
Does it replace the front desk?
No. It takes the typing. The front desk still greets, still reviews, still decides; it just starts the day with the paperwork drafted instead of a stack of clipboards.
A clear plan starts with a call.
Tell us what's slowing you down. We'll work out what to fix first.
A short phone call
Tell us how your business runs day to day. From that alone, we can usually see what to take off your plate.
A visit to your business
We come to you, watch how the work happens and see which tools you use.
Your written plan and prices
A prioritized list of improvements, with a fixed price for each project. You keep the plan either way.