Client Onboarding & IntakePurpose
1.2. Reduce manual intake work, minimize errors, ensure data consistency, and accelerate therapy start.
1.3. Trigger workflows that update records, notify staff, and engage clients across channels.
1.4. Comply with healthcare privacy, facilitate billing setup, and maintain audit trails.
1.5. Support multilingual, accessible onboarding; enable task routing and intake analytics.
Trigger Conditions
2.2. Call or SMS inquiry logged as 'prospective client' in CRM or EHR.
2.3. Referral received from health provider or partner agency.
2.4. Email received at dedicated intake address.
2.5. Mobile app onboarding sequence completion.
Platform Variants
3.1. Salesforce Health Cloud
• Feature/API: "Lead Creation" and "Custom Intake Objects" via REST API; configure Process Builder for intake triggers.
3.2. JotForm
• Feature: "Webhooks" to send completed client forms; configure endpoint for intake workflow initiation.
3.3. DocuSign
• Feature: "Envelope Sent/Completed" webhook event; auto-route e-sign consent forms to clients after intake.
3.4. Epic EHR
• API: "Patient.Create" and "Patient Demographics Import"; map fields from registration forms.
3.5. Twilio SMS
• Feature: "Incoming Message Webhook"; configure SMS-based intake starter, auto-confirmation replies.
3.6. Google Workspace (Sheets, Gmail, Drive)
• Feature: Google Apps Script triggers for "Form Submit" and “New Email”; auto-create folders, assign tasks.
3.7. Formstack
• Feature: "Submission Webhook/Connector"; push new client data into intake automation pipeline.
3.8. Auth0
• API: "User Signup Hook"; trigger ID verification or onboarding flow after registration.
3.9. Zendesk
• Feature: "Ticket Created" webhook or trigger; auto-create onboarding task when new inquiry received.
3.10. SendGrid
• Feature: "Inbound Parse Webhook"; process onboarding forms received by email.
3.11. Microsoft Dynamics 365
• API: "Create Contact/Lead"; map intake fields and trigger Power Automate flows.
3.12. Calendly
• Feature: "Event Scheduled Webhook"; trigger onboarding steps post-intake appointment booking.
3.13. Zoho CRM
• API: "Leads Insert" and workflow rules; initiate onboarding sequence from CRM registration.
3.14. AirTable
• API: "Records: Create" on an "Intake" table; expand to relational data for guardians, insurances.
3.15. Slack
• Feature: "Incoming Webhook"; send real-time new intake alerts to care coordination channels.
3.16. HubSpot
• API: "Contact Create" and workflows; trigger onboarding automations on submission, set lifecycle stage.
3.17. DocHub
• Feature: "Document Signed Notification"; auto-upload client signature consents to secure repository.
3.18. Intercom
• API: "Lead Created" webhook; push onboarding workflows on chat intake completion.
3.19. Adobe Sign
• Event Trigger: "Agreement Completed" webhook; file consents and notify onboarders.
3.20. Quickbase
• API: "Record Created" in Intake app; workflow automation for intake to insurance verification.
3.21. Monday.com
• Feature: "Item Created Trigger" for new client registration boards; auto-create subtasks.
3.22. Clio Grow
• API: "Matter Created"; set up auto-emails and intake follow-up sequences for new ABA clients.
Benefits
4.2. Reduces intake time from hours/days to minutes.
4.3. Ensures complete, standardized intake documentation.
4.4. Facilitates HIPAA-compliant data flow and secure handling.
4.5. Improves client experience via timely communication and reduced friction.
4.6. Maximizes conversion of inquiries to enrolled clients.
4.7. Enables real-time notifications and cross-team collaboration.
4.8. Creates immediate task assignments for verification, scheduling, and follow-up.
4.9. Readily auditable logs for compliance.
4.10. Scales onboarding as client volume grows without adding headcount.