Demographic and medical history capture automation

Purpose

1.1. Automate the collection of patient demographic and medical history data during onboarding at physical rehabilitation centers.
1.2. Facilitate error-free, standardized, and secure capture of essential information for physical therapy workflows.
1.3. Enable pre-visit data entry, prompt eligibility checks, and flag risk factors for early intervention through automation.
1.4. Accelerate patient intake, minimize paper processing, ensure HIPAA-compliant handling, and streamline EHR integration using automated flows.

Trigger Conditions

2.1. Patient books initial appointment online or by phone.
2.2. Referral received from physician, auto-generating an intake request.
2.3. Patient portal account created or activated.
2.4. Automated reminders scheduled when intake form is incomplete.
2.5. Manual staff initiation of onboarding for walk-ins through EHR interface.

Platform Variants

3.1. Google Forms
• Feature/Setting: Automate form distribution via link upon booking confirmation; auto-route results to Google Sheets API.

3.2. Microsoft Power Automate
• Feature/Setting: Automate sending intake forms using Microsoft Forms connector, triggering when a Teams chat or calendar invite is created.

3.3. DocuSign
• Feature/Setting: Automator uses Templates + PowerForms API for signature-ready consent and information capture.

3.4. Typeform
• Feature/Setting: Automate email invitations with personalized tokens; results sent to Typeform Responses API.

3.5. Jotform
• Feature/Setting: Automatable notifications via Jotform Webhooks; imported to patient management via API workflow.

3.6. Zoho Forms
• Feature/Setting: Automate CRM update with Zoho Forms to Zoho CRM connector, mapping fields from intake response.

3.7. Twilio SMS
• Feature/Setting: Automate SMS reminders using Twilio Programmable Messaging API, containing secure intake link.

3.8. SendGrid
• Feature/Setting: Automate batch email scheduling using SendGrid’s Transactional Email API, including dynamic patient data.

3.9. Salesforce Health Cloud
• Feature/Setting: Automate record updates via Salesforce Flow; pulls via REST API into patient profile upon intake submission.

3.10. AWS Lambda
• Feature/Setting: Automate custom logic (e.g., risk scoring) on intake submission events, integrating via API Gateway.

3.11. HubSpot
• Feature/Setting: Automate intake-to-contact creation with HubSpot Forms API and CRM Workflows.

3.12. Slack
• Feature/Setting: Automate internal notifications for new form submissions via Slack Incoming Webhooks API.

3.13. AirTable
• Feature/Setting: Automate intake data sync to AirTable base using AirTable API automation triggers.

3.14. Mailchimp
• Feature/Setting: Automate onboarding sequence with Mailchimp Automations triggered by completion of intake.

3.15. Cerner Millennium
• Feature/Setting: Automate EHR data writeback using Cerner FHIR API post-intake.

3.16. Epic EHR
• Feature/Setting: Automate patient onboarding in Epic via HL7 or FHIR API integration after intake.

3.17. Meditech
• Feature/Setting: Automate medical record update leveraging Meditech Expanse APIs or file-import workflows.

3.18. Google Drive
• Feature/Setting: Automate intake form PDF storage using Drive API, with folder-per-patient automation.

3.19. OneDrive
• Feature/Setting: Automate secure sync of completed intakes to OneDrive for backup via Microsoft Graph API.

3.20. Box
• Feature/Setting: Automate HIPAA-compliant archival of intake documents via Box Content API auto-uploader.

3.21. Zapier
• Feature/Setting: Automate multi-step workflows (e.g., intake form submission triggers CRM update and email) via Zap triggers/actions.

3.22. Intercom
• Feature/Setting: Automate patient follow-ups in chat using Intercom Message API when intake not completed.

Benefits

4.1. Automates repetitive data entry, cutting intake time by up to 70%.
4.2. Improves data completeness, since automators prompt mandatory responses.
4.3. Reduces error rate and increases compliance with automated validation.
4.4. Enhances patient experience, enabling automatedly delivered mobile and web-friendly forms.
4.5. Streamlines data flow, automatedly populating EHRs and CRMs without dual entry.
4.6. Automates alerts to staff for at-risk patients or incomplete information.
4.7. Strengthens privacy by automating access controls, document security, and audit logs.
4.8. Supports scalable onboarding, automating hundreds of intakes in parallel.