Client Intake & OnboardingPurpose
1.2. Standardize onboarding for compliance, rapid service provision, smooth team communication, and recordkeeping across HR, medical, billing, and scheduling systems.
Trigger Conditions
2.2. Receipt of signed consent or onboarding documents (e.g., via e-signature).
2.3. Referral received by email or management portal.
2.4. Staff initiates profile setup in CRM.
2.5. Scheduled intake date/time reached.
Platform Variants
3.1. Salesforce Health Cloud
• Function: Create new Contact and Case via REST API /vXX.X/sobjects/Contact
• Setting: Map submitted form fields to Contact fields (Name, DOB, Insurance).
3.2. Microsoft Dynamics 365
• Function: Create Record in “Clients” entity via Dataverse API
• Setting: Configure Power Automate flow with new intake source as trigger.
3.3. Zoho CRM
• Function: Create Lead/Contact with Zoho API /crm/v2/Contacts
• Setting: Map intake form values to custom fields.
3.4. CareSmartz360
• Function: POST client profile via Open API (api/v1/clients)
• Setting: Trigger flow on new form entry, map all required intake fields.
3.5. AlayaCare
• Function: Intake Client endpoint in REST API
• Setting: Use Zapier webhook to send client data for profile creation.
3.6. QuickBase
• Function: AddRecordToTable API endpoint
• Setting: Intake form populates new row in clients table.
3.7. Bitrix24
• Function: CRM.contact.add API
• Setting: Automate addition with webhook from form or email parser.
3.8. HubSpot
• Function: Contacts API (POST /contacts/v1/contact)
• Setting: New intake email creates contact in CRM pipeline.
3.9. Google Sheets
• Function: AppendRow to client log
• Setting: Google Forms triggers an Apps Script to integrate data.
3.10. Freshworks CRM
• Function: Create Contact API
• Setting: Connect new intake form to auto-create record for onboarding.
3.11. Kareo
• Function: Patients API POST /api/v1/patients
• Setting: Configure webhook from intake software to Kareo API.
3.12. Medesk
• Function: Patient Registration endpoint
• Setting: Intake script posts form data to Medesk API.
3.13. SimplePractice
• Function: POST /clients in API
• Setting: Trigger upon staff filling onboarding checklist.
3.14. TheraNest
• Function: API Client POST
• Setting: Use intake email as event trigger for API call.
3.15. IntakeQ
• Function: Webhook for intake completion
• Setting: Pass response object to management platform.
3.16. DocuSign
• Function: Envelope-complete webhook
• Setting: Link profile creation flow to signed onboarding documents.
3.17. Jotform
• Function: Submissions API
• Setting: Form submission triggers API call to target CRM.
3.18. Formstack
• Function: Webhook/Integrations for intake submission
• Setting: Push new client entry to CRM or EMR system.
3.19. ClearCare
• Function: API New Client endpoint
• Setting: Map fields in custom workflow to ClearCare.
3.20. Airtable
• Function: Create Record in base “Clients”
• Setting: Intake submissions form linked to creation script.
3.21. BambooHR
• Function: Add Employee API (for staff-related clients)
• Setting: Configure for auto-profile on successful application.
3.22. Monday.com
• Function: Create item in “Clients” board
• Setting: Intake triggers automation to new board row.
3.23. Pipedrive
• Function: Create Person API
• Setting: Emails parsed and posted as new client records.
3.24. Trello
• Function: Create card on “Intake” board
• Setting: Form or email event triggers automation script.
Benefits
4.2. Accelerate onboarding, improving client experience and capacity.
4.3. Ensure regulatory and audit-ready recordkeeping.
4.4. Immediate multi-department notification for timely care coordination.
4.5. Centralize information flow into care, billing, and compliance systems.