Patient intake migration
Replace paper patient intake.
Forms, routing and staff handoff.
Reduce duplicate entry and clarify how intake reaches your staff. We configure client-owned digital forms and documented routing, with access controls and agreements checked before patient information is handled.
Is this the right starting point?
Start here when paper packets, repeated EMR entry, inbox-based forms or inconsistent front-desk handoffs create intake friction. The offer fits specialty practices using eClinicalWorks, athenahealth, Modernizing Medicine, NextGen or paper-only workflows, typically with 20 or more new patients per week per location. You can begin implementation directly when the workflow is defined; an assessment is optional if important requirements remain unclear.
What the engagement produces
What we deliver.
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Client-owned tenant and access settings
Configure a client-owned JotForm tenant on the applicable HIPAA plan after the required agreements and product coverage are confirmed. Define user access and retention settings for the agreed workflow.
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A specialty-specific intake form set
Build the agreed forms around your specialty, provider list and service areas, with conditional logic, field validation and mobile layouts. Test the phone workflow using authorized synthetic examples.
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Documented routing and notifications
Keep patient content in the approved system. Configure notifications without patient information and document routing and logging for the agreed workflow. Confirm the exact services and BAA coverage before any service handles patient information.
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Staff training and an intake runbook
Provide a front-desk training session and written operating instructions for the configured workflow. Your practice retains the tenant and implementation documentation at handoff.
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A 30-day monitoring and bug-fix window
The included post-launch monitoring and bug-fix window begins at launch. Ongoing form support or additional intake work can be quoted separately after that window; a retainer is optional.
How the work moves forward
Agree. Review. Hand over.
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Agree the workflow
Name the forms, locations, routing destinations and access responsibilities. Confirm vendor access, required agreements, service coverage and requirements before the planned 2 to 4 week base implementation begins.
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Configure and test
Configure the client-owned forms and routing. Use authorized synthetic data to check the agreed workflow, notifications and mobile form behavior, then review the cutover and rollback plan with your team.
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Approve the switch and hand over
Train staff before launch and obtain your team’s approval for the switch. Deliver the runbook and begin the 30-day monitoring window. Agree the handling and retention of existing records before retiring an old workflow.
Before the proposal
Planning the work
with your team.
What your team brings
Bring your specialty, provider list, service areas, form requirements and current intake workflow, with a named practice approver and vendor contacts. Identify concerns about missing BAAs, sensitive fields, staff access or an intake stack omitted from an earlier risk assessment. Arrange required access and agreements through an approved process; the public inquiry form is for business details, not patient information or credentials.
Acceptance and handoff
Agree the cutover and rollback plan, complete the authorized synthetic routing tests and train staff before launch. Your team approves the switch. Document how existing records will be handled and retained before an old workflow is retired, and provide the intake runbook and agreed handoff.
What needs a separate agreement
This is implementation support, not a compliance certification. Patient information stays within the approved services and data flow after required agreements and service coverage are confirmed. Review EMR vendor APIs, permissions, feasibility and data handling before quoting any integration; EMR write-back is separate and is not guaranteed. Vendor delays or scope changes can extend the schedule. Ongoing support after the included 30-day window is optional and separately scoped.
How fees are agreed
The fixed base fee is $8,000 to $18,000: 50% on signature and 50% at handoff. The proposal names the forms, locations, routing, training and handoff work included, with a 30-day post-launch monitoring and bug-fix window. Planned base implementation is 2 to 4 weeks after access, requirements and required agreements are in place. EMR integration is quoted separately.
Before we begin
Questions worth
working through.
What is included in patient intake migration?
We configure client-owned forms, access settings and documented submission routing for an agreed workflow. The base plan uses JotForm on the applicable HIPAA plan, subject to product coverage and the required agreements. Notifications exclude patient information; patient content remains in the approved system. This is implementation support, not a compliance certification.
How long does an intake migration take?
The planned base implementation is 2 to 4 weeks after vendor access, the form requirements and required agreements are in place. It covers form setup, authorized synthetic testing, staff training and handoff. EMR integration, vendor delays or changes in scope can extend the schedule. The 30-day monitoring window begins at launch.
Which EMRs does the intake form connect to?
Integration depends on the EMR vendor's supported APIs, your access permissions and the agreed data flow. We review feasibility before quoting a build. The base scope covers forms and submission routing; EMR write-back is a separate scope and is not guaranteed.
What's included in the base $8,000 to $18,000 fee?
A client-owned JotForm tenant on the applicable HIPAA plan, the agreed intake form set, documented routing and notifications without patient information, staff training, a written runbook and a 30-day monitoring and bug-fix window. Required agreements and service coverage are confirmed before patient information is handled. EMR integration is quoted separately.
What happens after the 30-day monitoring window?
The tenant and implementation documentation remain with your practice. Ongoing form support or other work can be quoted under a separate scope. An ongoing retainer is optional.
How is the transition tested?
We agree the cutover and rollback plan with your team, test the routing with synthetic data, and train staff before launch. Your team approves the switch. The handling and retention of existing records are agreed before any old workflow is retired.
Start with a business conversation
Discuss your intake workflow.
Leave your contact details, company name and timeline. We will follow up about your forms, routing and vendor requirements before proposing work.
Business inquiries only. Please leave out patient information, medical records, passwords, and credentials. Any sensitive workflow access needs a separate agreement.