Online booking and patient intake
Let patients book a visit and fill in their forms from their phone, at any hour, without calling the front desk.
In plain words
Online booking and patient intake is a set of tools on your website that lets a patient pick a visit time and complete their paperwork from a phone, at any hour, without calling your front desk. Many patients choose a practice in the evening or on a weekend, when nobody is there to answer the phone. We connect these tools to the scheduling system you already use, so your staff does not retype anything by hand.
What you get
The concrete pieces we deliver, in plain language.
Book-now buttons
Clearly labeled buttons on your website, Google Business Profile and social pages that take a patient straight to your booking page.
Requests or live scheduling
Depending on your system, patients either send a preferred time for staff to approve or choose an open slot themselves.
Digital intake and consent forms
Your paper forms rebuilt as phone-friendly versions that patients complete and sign at home before they arrive for the visit.
Automatic confirmations and reminders
Text and email messages that confirm each appointment and remind the patient beforehand, sent without anyone on your staff lifting a finger.
Telehealth visit links
For practices offering virtual visits, each booked patient receives a link to join the video appointment from their own device.
Booking source tracking
A simple report showing which ads, searches or social posts led to booked appointments, so marketing decisions rest on real numbers.
How it works
From the first conversation to ongoing results.
Review your setup
We talk through how patients book today and look at the scheduling system you use. You give us a contact at the front desk, your current forms and the name of your compliance contact.
Plan the patient path
We map each screen a patient will see, from the first button to the final confirmation, and draft the wording of forms and messages. You decide which visit types can be booked online and approve the text.
Build and test
We install everything and connect it to your scheduling system, then run test bookings with your staff to confirm each one lands in the right place. Your compliance contact reviews any form that collects health information before it goes live.
Launch and adjust
Once it is live, we watch where patients stop partway through and report which sources produce bookings. You tell us what the front desk is hearing, and we adjust the forms, messages and button placement.
The tools involved, explained
What each one is, and how we use it for your practice.
Practice management system
This is the software your staff already uses to keep the appointment calendar and patient records. We link online booking to it so new appointments show up there on their own.
Google Business Profile
This is the free listing that shows your practice in Google Search and Google Maps, with your hours, phone number and reviews. We add a booking link to it so patients can schedule straight from the search results.
Secure online forms
These are web forms that protect what a patient types while it is sent and stored. We use them for intake and consent, set up with HIPAA requirements in mind and with your compliance contact.
Website analytics
This is software that counts visits to your website and records what people do there, without identifying them as patients. We use it to see how many visitors start a booking, how many finish and where they came from.
The details
Many patients decide where to go outside office hours. If the only way to book is a phone call tomorrow morning, some of them will book somewhere else tonight.
We add online booking and digital intake to your website and connect them to the scheduling system you already use, so your staff does not have to copy anything by hand.
What we set up
- Book-now buttons on your website, Google Business Profile and social pages
- Appointment requests or real-time scheduling, depending on your system
- Digital intake and consent forms patients complete before they arrive
- Automatic confirmations and reminders by text and email
- Telehealth visit links for practices that offer virtual visits
- Tracking, so you know which campaigns produce bookings
Forms that collect health information are set up with HIPAA requirements in mind, and we work with your compliance contact on the details.
Words you will hear
- Integration
- A connection between two software systems that lets them pass information to each other automatically, so nobody has to enter it twice.
- Business associate agreement
- A contract, often shortened to BAA, that HIPAA requires between a practice and any outside company that handles patient health information on its behalf.
- No-show
- A patient who misses a scheduled appointment without canceling ahead of time, leaving an empty slot in the schedule.
This is a good fit if
- Your phones ring more than your front desk can answer, or callers often reach voicemail after hours
- Your patients still fill out paper forms on a clipboard in the waiting room and visits start late because of it
- You pay for advertising and cannot tell which of it leads to booked appointments
Questions we hear
Will this work with the scheduling system we already use?
Yes, we connect online booking and intake to the system you already have, so your staff does not copy anything by hand. Whether patients see real-time open slots or send an appointment request depends on what your system supports. We check that at the start and tell you which option fits.
How long does setup take and what does it cost?
It depends on your scheduling system, how many forms you need, and how many locations and providers are involved. We start with a free analysis of your current setup, then give you a plan and a quote before any work begins.
What do we need to provide to get started?
We need access to your website and scheduling system, your current intake and consent forms, and the appointment types you want patients to be able to book online. It also helps to have access to your Google Business Profile and social pages so we can add book-now buttons there. If your forms collect health information, we will ask for your compliance contact as well.
How do you handle HIPAA for intake and consent forms?
Forms that collect health information are set up with HIPAA requirements in mind, and we work with your compliance contact on the details. Your practice remains responsible for its own compliance decisions, so we recommend having that person review the forms and the tools involved before launch.
Ready to get started?
Tell us about your practice. We reply within 24 business hours with packages and pricing.