Rebuilding patient intake as a fully automated workflow
We replaced a fragmented, manual intake process with one connected automation spanning scheduling, forms, and compliant follow-up communication.
60%
Admin time saved
-22%
No-show rate
-3 days
Time to onboard
The Challenge
Havenly's intake process spanned five disconnected tools, requiring staff to manually re-enter patient data at every step — creating delays, errors, and a poor first impression for new patients.
The Solution
We designed a unified intake workflow that automatically moves patient data from initial inquiry through scheduling, forms, and compliant reminders, with a lightweight custom dashboard for staff oversight.
Our process
Systems audit
We mapped every tool and manual handoff across the intake journey.
Workflow design
We designed a single automated flow replacing five manual steps.
Custom dashboard
We built a lightweight internal tool for staff to monitor and intervene when needed.
Compliant rollout
We ensured every automated communication met healthcare compliance requirements.
Technology used
Results
-60%
Admin time
Reduction in staff hours spent on intake administration.
-22%
No-show rate
Due to automated, well-timed reminders.
-3 days
Onboarding time
Faster time from inquiry to first appointment.
“They didn't just automate a workflow — they rethought how our operations team works. It's the highest-ROI project we've shipped this year.”
Priya Nair
COO, Havenly Health