Intake form data extraction and storage

Purpose

1.1. Automate the extraction of client intake form data submitted by new patients and store this information in the appropriate healthcare, therapy, ABA, or practice management databases or tools.
1.2. Reduce manual entry errors, accelerate client onboarding, and ensure that all compliance and data privacy requirements are efficiently handled.
1.3. Sync extracted data with patient records, therapist assignments, scheduling tools, document management, and billing systems for Applied Behavior Analysis therapists.

Trigger Conditions

2.1. New submission on digital intake form via clinic website or patient portal.
2.2. Intake form attached as email PDF, Word, or image file.
2.3. Intake data received from mobile app, SMS, or telehealth intake platform.

Platform Variants

3.1. Google Forms
• Feature/Setting: "On Form Submit" trigger, configure output to Sheets with Apps Script to extract and process data.
3.2. Typeform
• Feature/Setting: "Webhooks" integration, post responses to endpoint for parsing and storage.
3.3. JotForm
• Feature/Setting: "API: Get Submission" endpoint, poll new entries and parse fields.
3.4. Microsoft Forms
• Feature/Setting: "Power Automate: When a new response is submitted," forward to database or SharePoint.
3.5. Cognito Forms
• Feature/Setting: "Post JSON data" to workflow endpoint upon form completion.
3.6. Gravity Forms (WordPress)
• Feature/Setting: "Webhooks Add-On" to send structured payloads on submission.
3.7. Wufoo
• Feature/Setting: "Webhooks Notifications," send whole form entry for processing.
3.8. Airtable Forms
• Feature/Setting: "New Record" trigger in Airtable automations; map form fields directly.
3.9. Zoho Forms
• Feature/Setting: "Zoho Flow" integration, sync form contents to Zoho CRM or Creator.
3.10. Formstack
• Feature/Setting: "Form Submission" event, push data via API to EHR or management system.
3.11. DocuSign
• Feature/Setting: "Envelope Completed" trigger; extract values from signed intake docs.
3.12. PandaDoc
• Feature/Setting: "Document Completed" Webhook, parse client fields.
3.13. Adobe Acrobat Sign
• Feature/Setting: "Webhook" for completed documents, retrieve recipient-provided form data.
3.14. HelloSign
• Feature/Setting: "Signature Request Signed" callback, parse form inputs in metadata.
3.15. Dropbox Sign
• Feature/Setting: "Event callback" for completed intake forms stored digitally.
3.16. Twilio SMS
• Feature/Setting: "SMS Received" Webhook; extract and parse structured SMS intake data.
3.17. SendGrid
• Feature/Setting: "Inbound Parse Webhook," process attached form files sent via email.
3.18. Microsoft Outlook
• Feature/Setting: "Rules + Microsoft Graph API," auto-forward emailed forms to parsing pipeline.
3.19. Gmail
• Feature/Setting: "Gmail API: Watch for New Messages," scrape attached forms, send for OCR if needed.
3.20. Zapier
• Feature/Setting: Multi-tool automation, e.g., "New Form Entry" triggers parse/store workflows.
3.21. HubSpot
• Feature/Setting: "Form Submitted" trigger via Workflows API; capture and store contact info.
3.22. Salesforce
• Feature/Setting: "Web-to-Lead" or "API: Create Record," link intake forms to new contacts.
3.23. Monday.com
• Feature/Setting: "Forms" module + "API: Create Item," map intake responses to boards.
3.24. Smartsheet
• Feature/Setting: "Form Submission" + Webhooks or API, upload client data into trackers.

Benefits

4.1. Eliminates manual data re-entry, lowering staff workload.
4.2. Reduces human error, boosting data accuracy and compliance.
4.3. Speeds up onboarding—clients receive faster scheduling and services.
4.4. Data instantly integrated with EHRs, scheduling, or billing, improving workflow.
4.5. Ensures intake data security via configurable access policies and automated audit logs.