Cleaner intake. Fewer follow-up calls.

A healthcare admin team replaced duplicate data entry and phone tag with secure intake and review workflows.

The business problem

Intake forms arrived by fax, email, and web upload. Staff retyped fields into an EHR-adjacent spreadsheet and called patients when information was missing.

The old workflow

Three intake channels fed one overloaded inbox. A coordinator manually validated insurance fields, then flagged incomplete records in a shared Sheet for callbacks.

[Fax]   [Email]   [Web upload]
   \      |       /
    v     v      v
   [One overloaded inbox]
            |
            v
 [Manual insurance validation]
            |
            v
 [Shared Sheet flags] --> [Patient callbacks]

What we built

Structured intake portal with validation rules, missing-field surfacing, and a review queue for coordinators. Integrations pushed clean records to downstream systems.

Measurable outcome

Duplicate entry dropped sharply and teams recovered 31 hours per week. Missing information surfaced at submission instead of after a callback cycle.

Workflow triage

Diagnose one workflow. Get a bounded recommendation.

Answer a few targeted questions about one bottleneck and we’ll tell you whether a small first milestone is justified—usually around $2k–$20k depending on scope.

Scope-Lock Satisfaction Guarantee

Scope-Lock Satisfaction Guarantee: if the milestone does not match what we scoped, we keep working free until it does—or refund it if we miss after you hold up your end.