Automated reminders for intake forms

Purpose

1.1. Ensure every new ABA therapy client receives timely, persistent reminders to complete required intake forms via multiple channels.
1.2. Optimize client onboarding by reducing manual follow-ups and eliminating paperwork bottlenecks.
1.3. Maintain regulatory compliance by promoting faster return of essential documentation.
1.4. Enable therapists and administrators to track, escalate, and intervene in incomplete intake processes efficiently.

Trigger Conditions

2.1. Intake form not completed within 24 hours of initial invitation.
2.2. Intake form not completed within any custom set timeframe established by admin.
2.3. Scheduled follow-up dates based on initial invitation timestamp.
2.4. Status field in CRM/patient management tool reflects "pending" or "not received."

Platform variants

3.1. Twilio SMS
• Feature/Setting: Configure Programmable Messaging API to send SMS based on intake status from EHR/CRM.
• Sample: POST to `/Messages` endpoint with dynamic client name, link, and custom reminder text.
3.2. SendGrid
• Feature/Setting: Automate reminder emails via SendGrid API, using dynamic templates with form completion links.
• Sample: POST to `/mail/send` with template ID and client data variables.
3.3. Mailgun
• Feature/Setting: Use scheduled email API to queue reminders at set intervals for incomplete forms.
• Sample: API call to `/messages` with delivery time and form URL.
3.4. HubSpot
• Feature/Setting: Workflow automation to trigger emails based on deal or contact property "Form Status" = "Incomplete."
• Sample: Workflow "If/then branch" checking property and triggering email sequence.
3.5. Salesforce
• Feature/Setting: Process Builder or Flow for auto-reminder generation when intake task is overdue.
• Sample: Scheduled Flow checking "Intake Status."
3.6. ActiveCampaign
• Feature/Setting: Automation triggered by condition "Intake Form Not Submitted" with multi-channel follow-up.
• Sample: Conditional workflow action.
3.7. Google Workspace
• Feature/Setting: Google App Script monitoring Sheets/Forms, auto-emailing clients with Google MailApp API for outstanding tasks.
• Sample: Script scheduling Gmail send on uncompleted entries.
3.8. Microsoft Teams
• Feature/Setting: Power Automate Flow to send Teams, email, or SMS based on list/intake status.
• Sample: Flow triggers on SharePoint list changes.
3.9. Zoho CRM
• Feature/Setting: Workflow rule to email/SMS clients with "Onboarding status: not started" each day.
• Sample: Automation rule with time-based trigger.
3.10. Calendly
• Feature/Setting: Automated reminder email/SMS post-scheduling, bridged with intake form check.
• Sample: Webhook on event creation, triggers form status check and reminder.
3.11. Slack
• Feature/Setting: Reminder to admin/scheduler Slack channel when client has not completed intake, via Incoming Webhook API.
• Sample: Webhook post with client name and action link.
3.12. Intercom
• Feature/Setting: Automated messenger/email campaign based on custom attribute "Form Complete: false."
• Sample: Series triggered via Intercom’s Campaigns feature.
3.13. Pipedrive
• Feature/Setting: Workflow Automation — email/SMS reminders for deals with "intake form not received."
• Sample: Automation rule for deal status + message template.
3.14. Airtable
• Feature/Setting: Automations monitoring “Intake Status” field, sending email/SMS via integration at defined intervals.
• Sample: Trigger automation on record update.
3.15. Clio
• Feature/Setting: Task workflows with email/SMS reminders if document status is “incomplete.”
• Sample: Custom workflow with delay and notification.
3.16. PatientPop
• Feature/Setting: Auto-reminder SMS/email when intake status remains open, using PatientPop’s communication suite.
• Sample: PatientPop reminder scheduling.
3.17. SimplePractice
• Feature/Setting: Reminders triggered when intake packet status equals “Not Started,” using automated communications settings.
• Sample: Communication Plan with intake triggers.
3.18. Jotform
• Feature/Setting: Conditional autoresponder for incomplete submissions, with reminder after X hours/days.
• Sample: Conditional logic in notification/autoresponder settings.
3.19. DocuSign
• Feature/Setting: Automated reminders via DocuSign envelope status ("Needs to Sign").
• Sample: Envelope "remindRecipient" API method triggered by status check.
3.20. Zapier
• Feature/Setting: "If intake not complete" actions, e.g., Gmail, SMS, Slack, triggered by event/webhook from form software.
• Sample: Zap sequence linking form status with channel reminders.
3.21. Insight Timer
• Feature/Setting: Broadcast a meditation onboarding reminder (using custom field trigger) for therapy intake, via Insight Timer’s API.
• Sample: API-triggered in-app notification.

Benefits

4.1. Dramatic reduction in onboarding friction and manual reminders by staff.
4.2. Increases client compliance and reduces lost opportunities due to incomplete intake.
4.3. Standardizes and documents communication trail for compliance and client relations.
4.4. Frees administrator and therapist time for billable or clinical work.
4.5. Supports omnichannel (SMS, email, apps, chat) reach for maximum client engagement.