intake paperwork digitization for dental practices
the eight page pdf you email new patients is why your front desk retypes everything at 8 am. we 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.
the systems you keep
- Dentrip or Open Dental for the patient record
- Eaglesoft or Curve where the schema is locked
- the 8-page intake pdf your office emails today
- the clipboard at the front desk for walk-ins
- Weave or Mango Voice for the sms send
- the insurance card photo your front desk snaps with their phone
we wire ai on top via legacy system modernization. nothing about your stack changes.
what we build
- pre-visit intake link that fires by sms and email 48 hours before the appointment, with one reminder the night before
- mobile-first form that collects medical history, hipaa, financial agreement, and insurance card photo in under four minutes
- ocr step that reads the insurance card photo and parses carrier, member id, group, and effective date into structured fields
- connector that writes the structured intake into dentrix or open dental on the right patient record so nothing gets retyped
- soft-flag rule that pushes a slack or email alert to the clinician when a medical condition needs review before treatment
- fallback kiosk view for walk-ins so the same form replaces the clipboard at the front desk
- handoff doc and a loom walkthrough so your office manager owns the flow on day one
scope and timeline
this is a medium build. timeline 3-4 weeks. fixed fee, scoped on a 30-minute discovery call. you own the code, the prompts, and the credentials. no lock-in.
faq
- do we have to replace dentrix or open dental
- no. your pms stays. we write the intake fields back into the patient record using the same exports and apis your team already has. if the pms changes later, we re-point the connector and keep going.
- what about hipaa and the insurance card photo
- the form runs on infrastructure you own or a private vps. patient data and the card image stay inside your stack. we sign a baa where one is required and we keep phi out of any third-party llm call. ocr runs on a model you control.
- 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 back to us. you own the code, the form, and the prompts when we hand it off.
- 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
- we cannot fix that. what we 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.
when this is not worth automating
- your 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.
- you are mid-migration to a new pms. wait for the dust to settle so we wire to a stable schema.
- your front desk refuses to send the link before the appointment. nothing autonomous works if the pre-visit text never goes out.
- you want a full patient portal with billing, scheduling, and a treatment-plan viewer. that is a bigger build and a bigger price.
related for dental-medical
see all problems we solve for dental-medical on the dental-medical pillar.