Intake docs, delivered privately.
ID, insurance cards, and intake forms — from the patient's phone to your staff. Never a public inbox.
New patients hand over sensitive paperwork before their first visit. We build secure file transfers that let them snap a photo of their ID and insurance card from their own phone, and route everything to one private, staff-only channel your team monitors — not a shared portal, not a public form, not an email thread.
Paperwork done before they reach the lobby.
This is the same mechanism behind the new-patient registration in our ZhealthEHR build — available on its own for any practice, on any system.
Camera-First Upload
Patients tap a tile, take a photo of the front and back of their card, and they're done. No scanner, no "can you email that?", no clipboard.
Private, Staff-Only Channel
Every submission lands in one channel your credentialed staff monitors. Files never sit on a public web page or in a general inbox.
Nothing Auto-Booked
A staff member reviews each submission, verifies benefits, then calls to schedule. A human stays in the loop on every new patient.
Fails Safe
If a transfer can't complete, nothing half-arrives. Your staff is notified to finish it by hand instead of a silent failure.
A Front Door, Not a Second System
Built to sit in front of the practice-management software you already run. It doesn't replace anything or keep a second copy of your records.
Intake Link in the Reminder
Patients who book get a text with the intake link, so the paperwork shows up the night before they do.
From clipboard to phone in about two weeks.
We map what your front desk collects today, and where it should land
Build the patient-facing upload flow in your branding
Set up the private staff channel and who gets notified
Test end to end with fictional sample patients
Go live, then adjust as your intake forms change
Real problems. Real fixes.
When every new patient means twenty minutes with a clipboard and a copier
A new patient shows up, fills out three pages on a clipboard, and hands over an insurance card the front desk photocopies while the doctor waits. We build a flow where the patient does all of it from their phone the night before. Photos of the ID and card route to a private staff channel; the front desk verifies benefits and calls back to book. First visits start on time.
Answers before you ask.
Is this the same as a patient portal?
No — and that's the point. Portals ask patients to create an account and log in. This is a link they open, a couple of photos they take, and a submit button. The privacy comes from where the files go (a staff-only channel), not from a password the patient has to remember.
Where do the files actually go?
To a private channel only your staff can access — set up around the tools your team already uses, so nobody's checking yet another inbox. We walk through exactly where files land and who can see them before anything goes live, and we build to whatever handling rules you and your compliance advisor set.
Can it replace our paper intake forms entirely?
Usually, yes. Health history, consent forms, contact details — anything on the clipboard today can live in the same flow. Some practices keep a signature step in the lobby; we build around whatever you decide.
Ready to retire the clipboard?
Tell us about your practice and we'll put together a custom plan. No commitment, no pressure — just a real conversation about what's possible.