Intake before the first visit, for practice owners.
The first appointment shrinks by however long the clipboard takes. Health history, consent forms, referral and claim details all get scribbled in the waiting room, then someone at the front desk retypes them while the consult runs short. This automation sends the intake pack the moment the booking lands, follows up until it is complete, and has everything in the file before the patient walks in. The first minutes of the first consult go to the assessment, which is what the patient is paying for and what you are good at.
$1,500 setup
then $199/month
Book your 15-minute callThe 72-hour clock starts when your 15-minute onboarding call ends.
How a run flows
Every run takes the same path: checked before anything sends, held when a rule says hold, and logged at the end.
Trigger
A client says yes.
Action
The welcome, forms and document requests go out as one pack.
Check
Anything still missing? Each returned item is checked off a per-client list.
Gentle chase
Outstanding items earn a polite chase naming exactly what is missing, and the check runs again, until the pack is complete.
Logged
Logged when everything is in, with a note that the client is ready.
Run your own numbers.
The case for this card is arithmetic, so the arithmetic is yours to write. Every input below is editable.
Typical numbers, adjust to yours.
Admin time back a year
$7,020 a year
Against $199 a month, this pays for itself inside a fortnight.
Book your 15-minute call$1,500 setup, then $199 a month. Live in 72 hours, or setup is free.
How set-up goes
One 15-minute call: we take your existing forms, agreement and welcome wording, and set the chase cadence. One consent click for your email account. This pack carries a 72 hour build window because it assembles your documents and sequences into one flow. Same rule as everything on the shelf: the clock starts when the call ends, and if we miss the printed window, setup is free.
You provide: your existing forms and welcome wording. We assemble the rest.
The price, in full
$1,500 setup
then $199/month
The monthly covers hosting and monitoring, the per-client checklists and run log, changes to your pack contents and wording anytime, the monthly numbers email, and support from the people who built it.
Live in 72 hours, or setup is free.
The 72-hour clock starts when your 15-minute onboarding call ends. Monthly billing starts on go-live day.
Book your 15-minute callAdd a second automation and save 10% on the monthly. Three or more saves 20%.
Questions, answered
What goes in the pack?
Whatever your onboarding already needs: welcome wording, agreements, intake forms, document requests. We assemble it from your existing material on the call, and you approve every word.
How does the chasing work?
Each client gets a checklist. Outstanding items earn a gentle chase on your chosen day, naming exactly what is missing. Two chases, then it flags the client to you.
Can it handle compliance documents like WWCC checks, waivers or insurance certificates?
Yes, as collection items: it requests them, confirms they arrived and files them together. Judging validity stays with you, which is exactly where that judgement belongs.
Why is this one 72 hours?
More moving parts: your documents, your forms and a multi-step sequence, assembled and tested properly. The window prints on the card like a shipping estimate, and the same guarantee applies to it.
What if a client stalls halfway?
They stay on a polite cadence, then surface on your list with the outstanding items spelled out. Your call closes it in two minutes because you know precisely what to ask for.
Every new client, welcomed the same way, complete before day one.
Book your 15-minute call$1,500 setup, $199 a month. The 72-hour clock starts when your 15-minute onboarding call ends.