For / dental-medical
Intake paperwork digitization for dental practices
The eight page pdf you email new patients is why your front desk retypes everything at 8 am. I kill the retype and the clipboard in the same week.
Intake paperwork digitization is not a new patient portal. It is a pre-visit text and email link, a mobile-first form, and a small connector that writes structured fields back into your PMS. You keep Dentrix or Open Dental. The front desk stops typing.
Systems retained
The systems you keep
I wire ai on top via legacy system modernization. Nothing about your stack changes.
Scope of work
What I build
- 01Pre-visit intake link that fires by SMS and email 48 hours before the appointment, with one reminder the night before
- 02Mobile-first form that collects medical history, HIPAA, financial agreement, and insurance card photo in under four minutes
- 03Ocr step that reads the insurance card photo and parses carrier, member id, group, and effective date into structured fields
- 04Connector that writes the structured intake into Dentrix or Open Dental on the right patient record so nothing gets retyped
- 05Soft-flag rule that pushes a slack or email alert to the clinician when a medical condition needs review before treatment
- 06Fallback kiosk view for walk-ins so the same form replaces the clipboard at the front desk
- 07Handoff doc and a loom walkthrough so your office manager owns the flow on day one
Timeline
Scope and timeline
- Band
- Medium
- Timeline
- 3-4 weeks
This is a medium build. Timeline 3-4 weeks. Fixed fee, scoped on a 30-minute discovery call. It ends with a clean, documented handoff so a full-time developer can run it.
Questions
Faq
- Do we have to replace Dentrix or Open Dental
- No. Your PMS stays. I write the intake fields back into the patient record using the same exports and apis your team already has. If the PMS changes later, I re-point the connector and keep going.
- What about HIPAA and the insurance card photo
- The form runs on your infrastructure or a private vps. Patient data and the card image stay inside your stack. I sign a baa where one is required and I keep phi out of any third-party llm call. Ocr runs on a private model.
- How long does this take to stand up
- First version live in week one with the link, the form, and a manual handoff. Full build in three to four weeks once the PMS write-back, the ocr, and the clinician flag are wired in.
- What does it cost
- Fixed fee. No per-form charge, no per-seat pricing, no monthly retainer. I hand it off with the code, the form, and the prompts documented.
- What happens with walk-ins who never tap the link
- The same form runs on a tablet at the front desk as a kiosk view. The clipboard goes in a drawer. Data still lands in the PMS the same way.
- What if the patient lies on medical history
- I cannot fix that. What I can do is force the question, store the answer, and route flagged conditions to a clinician before the operatory. The chart shows what the patient said and when they said it.
Out of scope
When this is not worth automating
- 01Your office already has a working digital intake that writes back into the PMS. You do not need this build, you need a different problem solved.
- 02You are mid-migration to a new PMS. Wait for the dust to settle so I wire to a stable schema.
- 03Your front desk refuses to send the link before the appointment. Nothing autonomous works if the pre-visit text never goes out.
- 04You want a full patient portal with billing, scheduling, and a treatment-plan viewer. That is a bigger build and a bigger price.
Related
Related for dental-medical
See all problems I solve for dental-medical on the dental-medical pillar.
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