Client Onboarding & Intake AutomationPurpose
1.2. Automating intake forms streamlines onboarding, minimizes manual entry, and ensures accurate, consistent client data.
1.3. Automated notifications alert therapists and admin teams about new submissions, enabling rapid, proactive response.
1.4. Automator immediately stores submitted data into EHR/CRM for efficient intake processing and compliance tracking.
1.5. Automation eliminates delays and reduces data entry errors, providing clients with a professional, seamless therapy onboarding experience.
Trigger Conditions
2.2. Automatable events include submission via desktop, mobile, or tablet.
2.3. Automation triggers on form error, partial save, or final submission.
2.4. Automation customizable to trigger on specific field values or selections (e.g., consent granted).
Platform Variants
3.1. Typeform
• Feature: Webhooks & API
• Sample: Automate intake on {form_response.submitted_at}; forward payload via webhook.
3.2. Google Forms
• Feature: Apps Script Automation
• Sample: OnFormSubmit trigger automates emailing and data sync.
3.3. Jotform
• Feature: Webhook & Integrations
• Sample: Automated webhook sends JSON to designated endpoint after submission.
3.4. Microsoft Forms
• Feature: Power Automate Flow
• Sample: Automated flow on response submits data to Excel and sends Teams notification.
3.5. Cognito Forms
• Feature: Webhook
• Sample: Automate data pushed to practice CRM via POST webhook on submission.
3.6. Gravity Forms (WordPress)
• Feature: Webhook Add-On
• Sample: Setup automation to call endpoint or email on form submit.
3.7. Formstack
• Feature: Integrations & Webhooks
• Sample: Automatedly sync responses to Google Sheets/CRM.
3.8. HubSpot
• Feature: Forms API
• Sample: Automated form submission triggers workflow and internal notification.
3.9. Salesforce
• Feature: Web-to-Lead Form & Process Builder
• Sample: Automated intake creates new lead, automates Chatter notification.
3.10. Zoho Forms
• Feature: Workflow Automation
• Sample: Automatedly email intake data, sync to Zoho CRM, and schedule follow-up task.
3.11. Monday.com
• Feature: Form/Item Created Automation
• Sample: Automate intake item creation, staff notified on board.
3.12. Airtable
• Feature: Form Integration & Automations
• Sample: Automated record creation in base, notification via email.
3.13. Mailchimp
• Feature: Webhooks/API
• Sample: Automator triggers campaign or list update on intake complete.
3.14. Slack
• Feature: Incoming Webhooks
• Sample: Automate message to therapist channel on new intake received.
3.15. Twilio
• Feature: Programmable SMS API
• Sample: Automatedly send SMS confirmations to clients after intake submitted.
3.16. Google Sheets
• Feature: Script/Apps Automation
• Sample: On form entry, automate appending row and email alert.
3.17. SendGrid
• Feature: Email API
• Sample: Automatedly email therapist and admin about new submission.
3.18. DocuSign
• Feature: API & Webhooks
• Sample: Automate sending e-consent forms after intake submission.
3.19. Asana
• Feature: Forms & Rules
• Sample: Automation creates onboarding task after form intake.
3.20. Trello
• Feature: API & Automation
• Sample: Automatedly create new card in client board after form submitted.
Benefits
4.2. Automating notifications ensures therapists respond faster to new leads.
4.3. Automated workflows standardize data capture for compliance and audits.
4.4. Automation reduces admin overhead and enables staff to focus on care delivery.
4.5. Automator allows for scalable, repeatable processes adaptable to any therapy setting.