Purpose
1. Fully automate client registration, onboarding, and data entry to streamline new client intake for adult day care services.
2. Reduce redundant manual entry, errors, and administrative delays by integrating form submission, verification, and database population.
3. Enable intake personnel or clients to submit data online; immediately notify staff and trigger next-step actions (document requests, appointments, system updates).
4. Ensure compliance with local and federal privacy/healthcare data regulations throughout intake flow.
5. Enable seamless integration with CRM, EHR, and compliance systems for ongoing care coordination.
Trigger Conditions
1. Client or caregiver submits online intake form.
2. Intake staff enters data into a web app or portal.
3. A registration email or SMS is received.
4. Data is uploaded via CSV, PDF, or document scan.
5. API call from a referring agency, physician, or case manager.
Platform Variants
1. JotForm
• Feature/Setting: Web form (with API submission); webhook to forward data.
2. Typeform
• Feature/Setting: Form completion event; webhook/integrations for real-time data push.
3. Google Forms
• Feature/Setting: Form submission trigger via Google Apps Script; export to Sheets.
4. Microsoft Forms
• Feature/Setting: Form submission notification; Power Automate integration.
5. Formstack
• Feature/Setting: Form submit webhook; database/API export.
6. Cognito Forms
• Feature/Setting: API trigger on form submit; direct data export.
7. HubSpot
• Feature/Setting: Form submission workflow; CRM API for contact creation.
8. Salesforce
• Feature/Setting: Web-to-lead or web-to-case form; REST API for client record.
9. Zoho CRM
• Feature/Setting: Webform/Lead API; Workflow Rule for triggers.
10. monday.com
• Feature/Setting: Form input to Board; API to create/update items.
11. Airtable
• Feature/Setting: Form submission; API (Create Record); automation triggers.
12. Smartsheet
• Feature/Setting: Web form to sheet; Automation rules on form submission.
13. DocuSign
• Feature/Setting: Envelope sent/completed trigger; API for form data extraction.
14. HelloSign
• Feature/Setting: Document signed event; webhook to receive data.
15. Adobe Acrobat Sign
• Feature/Setting: Web form workflow; API data pull on document completion.
16. PandaDoc
• Feature/Setting: Document completed webhook; API to retrieve field values.
17. Twilio
• Feature/Setting: Incoming SMS for registration; Message API.
18. SendGrid
• Feature/Setting: Inbound Parse Webhook; API extract from email intake.
19. Mailgun
• Feature/Setting: Routes for form email; webhook trigger for data entry.
20. Dropbox
• Feature/Setting: File upload action; API trigger on intake docs upload.
21. Google Drive
• Feature/Setting: New file uploaded; Apps Script/API for document scraping.
22. Docparser
• Feature/Setting: Document parsed data webhook trigger; API to route extracted fields to database.
23. Quickbase
• Feature/Setting: Web form entry created; RESTful API to push client records.
24. Power Automate
• Feature/Setting: Flow built for multi-step intake on Microsoft/third-party forms.
25. Freshdesk
• Feature/Setting: Web form creates new client ticket; REST API for additional actions.
Benefits
1. Eliminates manual errors in client onboarding; ensures data completeness.
2. Accelerates intake-to-service pipeline, reducing client wait times.
3. Centralizes client data for compliance, reporting, and follow-up.
4. Frees up staff for client care by reducing paperwork burden.
5. Ensures consistency and accuracy in compliance audits and documentation.
Client Intake & Onboarding