AI-powered Patient Intake Software
Leadsquared is configurable and adaptable
Has allowed us to build out a platform that is well-suited for our practice.
More than doubled our pipeline
We’re able to cut down our turnaround time responding to inquiries and reach out to and communicate with many more leads.
Increased our call center efficiency by 60%
With the help of smart views, all our agents are able to intercept incoming requests quickly and call the patient in a few minutes.
Increases Patient Conversions by 5X
LeadSquared helped us deploy an effective communication system that improved our conversions by 5X for in-patient leads and 2X for registrations. It is now a key platform we use to manage all our leads.
100% Visibility into the processes
LeadSquared has helped us decrease patient turnaround time and provides us the visibility that we lacked in our previous system.
Transform the Patient Experience from the First Touchpoint
Allow patients to make use of online forms, self-scheduling tools, and secure portals with our patient intake software. Use automated messages to confirm appointments and share next steps without delays.
Automate patient intake
Start every visit on the right note with AI-powered patient intake. Let patients complete their intake forms digitally, submitting all necessary information before they arrive.
Our AI captures the data accurately and updates your system automatically.
- Collect patient demographics, medical history, insurance details, and consent digitally.
- Validate and update information automatically in your EHR or practice management system.
- Speed up check-ins and reduce patient wait times.
Streamline telephonic intake with LeadSquared’s Lexi AI
Support patients who prefer or need phone-based communication without slowing down your workflow. Enable your team to gather patient information and schedule appointments efficiently with AI-assisted automation.
- Let LeadSquared’s Lexi AI answer basic queries as your smart voice assistant and handle routine intake tasks automatically.
- Capture relevant patient details directly over the phone with Lexi AI.
- Schedule appointments instantly while maintaining accurate records.
Manage referrals without the back-and-forth
Keep every referral on track with ease. Our patient intake software monitors both incoming and outgoing referrals in real time, giving you full visibility and automated follow-ups to close the loop faster.
- Track incoming and outgoing referrals in real time.
- Get complete visibility into referral status with closed-loop reporting.
- Automate follow-ups to ensure timely updates and conversions.
Match patients with the right doctor automatically
Let our AI patient intake software assign patients to the right doctor based on availability, specialty, and case type, reducing manual coordination and delays. With AI-powered automation you can:
- Automatically assign patients to doctors based on specialty, schedule, and case type.
- Reduce back-and-forth between staff and patients for scheduling.
- Improve appointment accuracy and minimize errors.
Store and manage patient profiles with ease
Keep every detail organized in one place. Our patient intake software centralizes patient records so your team can access accurate, HIPAA-compliant data whenever they need it.
- Maintain secure records with demographics, history, and consent.
- Record communication preferences to personalize engagement.
- Access past visits, notes, and interactions instantly.
Automate insurance verification and payment tracking
Make insurance checks and payment management quick and error-free by connecting your CRM with billing tools.
- Confirm insurance coverage before appointments.
- Log billing updates automatically in the CRM.
- Process payments and insurance claims efficiently.
- Ensure accurate records and smooth financial workflows.
Integrate with your EMRs/EHRs
Eliminate silos between systems. Our patient intake software connects with leading EMRs and EHRs so clinical and administrative workflows stay in sync.
- Integrate smoothly with major EMR/EHR platforms.
- Centralize patient records and scheduling details.
- Support telehealth workflows for uninterrupted care.
Make routine work effortless
Simplify your clinic’s daily operations with intelligent automation.
Automate your day-to-day healthcare workflows
Simplify your practice’s operations by automating the usual, repetitive processes. Focus your team’s energy on patient care while our patient intake software handles the rest.
- Set up smart workflows based on patient types, treatments, or clinic rules.
- Automatically assign tasks and alert staff to keep everyone on track.
- Reduce manual effort and improve consistency across operations.
Track and Engage patients at every step of their journey
Monitor and respond to patient activity across every touchpoint.
Monitor patient interactions across channels
Stay on top of every patient interaction and tailor your response based on their behavior. Automate messaging to keep patients connected and informed.
- Capture every patient interaction automatically, across your website, phone calls, social media, or in-person visits.
- Create automated, trigger-based communication flows to respond faster.
- Strengthen patient engagement and satisfaction throughout their journey.
Turn patient inquiries into confirmed visits
Deliver the right message at the right moment to guide patients smoothly through their journey. Build trust and reduce drop-offs before the first appointment.
- Automate appointment reminders and follow-ups.
- Provide directions and location info with map links.
- Share doctor profiles and service details to educate patients.
- Engage patients proactively to increase visit confirmations.
Simplify the appointment experience
Make it easy for new patients to complete their journey from inquiry to visit.
Prepare your team for every appointment
Give doctors and care managers full visibility into each patient’s journey before they walk in. Access past interactions and key details from the patient intake software so your team can deliver care easily.
- View patient history, previous visits, and intake details in one place.
- Pull insurance, medical history, and consent information instantly.
- Reduce delays, errors, and patient frustration.
Gather and act on patient feedback
Collect feedback after every visit to understand what worked and where improvements are needed. Turn insights into action to improve retention and patient satisfaction.
- Send automated post-visit surveys to patients.
- Capture positive feedback to identify strengths and referral opportunities.
- Flag negative feedback for immediate follow-up.
- Use insights to improve patient experience and clinic operations.
Monitor patient acquisition with visual dashboards
Get a clear view of how new patients move through your intake process. Visual dashboards show appointment volumes, conversion trends, and departmental performance so you can make informed decisions.
- Track appointment volumes and new patient flow in real time.
- Analyze conversion trends to identify what drives growth.
- Compare performance across departments or services.
- Use actionable insights to improve patient acquisition strategies.
Identify where patients drop off
See exactly where patients disengage before their appointment using focused dashboards. Understand patterns and take action to improve retention.
- Track drop-offs after inquiry, during intake, or before confirmation.
- Analyze timing and interaction points to spot disengagement trends.
- Identify root causes for patient loss and prioritize improvements.
- Make data-driven changes to increase confirmations and reduce no-shows.
Improve appointment-to-visit ratios
Track how scheduled appointments turn into actual visits using focused dashboards. Identify gaps in patient flow and refine scheduling for better outcomes.
- Monitor cancellations, no-shows, and other scheduling issues in real time.
- Identify patterns to optimize appointment scheduling.
- Reduce missed appointments and improve patient adherence.
- Allocate staff efficiently to maximize clinic productivity.
Ensure complete compliance and security
Patient data demands the highest level of protection. Our patient intake software helps you safeguard information while keeping workflows smooth and compliant with healthcare regulations.
- Maintain HIPAA and GDPR compliance across all records and communication.
- Control staff access with role-based permissions.
- Track every action with audit trails for accountability.
Rated as the best CRM software by reputed sources
Give your team (and your patients) a better intake experience.
AI-powered patient intake CRM FAQs
What is patient intake software?
Patient intake software is a digital tool that automates the first steps of a patient’s healthcare journey—like filling out forms, verifying insurance, and scheduling appointments. Instead of struggling with paper forms and manual data entry, everything is handled electronically, making the process smoother for patients and staff alike.
How does patient intake software improve the patient experience?
It removes the hassle of paperwork and long wait times. Patients can complete their forms online, get reminders automatically, and even handle insurance verification before arriving. This means less time in the waiting room and a faster start to care.
How can healthcare institutions automate their patient intake workflows?
Healthcare institutions can automate patient intake by using software that handles each step of the process digitally. This includes online appointment scheduling, mobile-friendly intake forms, automated eligibility checks, and real-time communication. A healthcare CRM/patient intake software helps tie these touchpoints together, ensuring patients are guided through their journey with minimal manual intervention. This not only reduces administrative burden but also improves speed, accuracy, and the overall patient experience.
What are the different methods of patient acquisition in patient intake software?
A patient intake software supports patient acquisition through multiple channels. These include paid advertising with lead capture, social media and email campaigns, referral tracking, and content-driven outreach. The software consolidates leads from all these sources, assigns them to the right teams, and automates follow-ups. This helps convert inquiries into appointments efficiently, while tracking which channels bring in the most patients.
Can ABA patient intake software connect to CentralReach?
Yes. While CentralReach is a widely used platform for clinical data collection, billing, and practice management in ABA settings, many clinics use additional tools to streamline intake and front-office workflows.
That’s where an ABA patient intake software like LeadSquared fits in. LeadSquared helps manage the intake process from the first referral or inquiry, through waitlist handling, eligibility checks, form collection, and communication. By connecting LeadSquared with CentralReach, you can pass relevant client data into your existing CentralReach system without manual entry.
This kind of integration helps reduce admin effort, cut down on duplicate data entry, and ensure a smoother handoff from intake to clinical workflows. Clinics using both platforms can offer families a more consistent experience.
Can the patient intake platform be customized for different healthcare setups?
Absolutely. The implementation team works closely with providers to configure the solution based on your care setting—whether you’re a large multisite system or a small rural clinic.
How does patient intake software support broadcast communication in healthcare?
Modern patient intake software often includes a built-in broadcast communication tool that helps providers connect with patients across SMS, email, voice calls, and WhatsApp. It automates intake reminders, appointment confirmations, digital form sharing, and follow-up prompts. This keeps patients engaged throughout the intake process and reduces delays and no-shows, improving overall patient flow and operational efficiency.
What communication features should patient intake software include?
Effective patient intake software should offer multi-channel messaging, automated reminders, intake form distribution, post-visit feedback collection, and two-way communication. It should also support staff coordination and provide analytics on message performance. These features help streamline patient experience from the first touchpoint, while ensuring intake tasks are handled consistently and securely.
How do I know if my clinic needs patient intake software?
If your team spends too much time on paperwork, scheduling, or insurance checks, patient intake software is worth considering. Even if you’re managing fine today, software like LeadSquared can help you scale smoothly as your patient volume grows.
Is patient intake software only for large hospitals?
Not at all. Clinics of all sizes—from solo practices to multi-location networks—can benefit from using patient intake software. Smaller practices often see the biggest gains since automation frees up limited staff to focus more on patient care.
Is LeadSquared patient intake software HIPAA compliant?
Yes, LeadSquared offers HIPAA compliant patient intake software/healthcare CRM with BAA in place to maintain PHI security.
What is the difference between patient acquisition and patient retention?
Patient acquisition deals with bringing in potential new patients and convincing them that your medical services are reliable and one of the best. On the other hand, patient retention is the process of ensuring high satisfaction among your existing patients, so they keep choosing your institution.
Can patient intake forms from a website integrate directly with an ABA CRM?
Yes, many ABA practice management systems support direct integration between web-based intake forms and your CRM. This means when a family submits an intake form through your website, their information can flow directly into your ABA CRM without additional manual entry.
Systems like LeadSquared make this process straightforward. Intake forms can be embedded on your clinic’s website, and once completed, they create a new record or update an existing one in the ABA CRM. Key details like patient demographics, payer info, and referral sources are captured and organized automatically.
Some platforms also trigger automated follow-ups or workflows based on the submitted form, like assigning an intake coordinator or sending a confirmation text to the family.
Many CRMs allow custom field mapping, so the form fields you use match the structure of your CRM exactly. That way, your team starts every intake process with accurate, organized data.
If you’re using platforms like CentralReach alongside a separate CRM for intake, integrations or middleware tools like Zapier or custom APIs can help connect the two systems seamlessly.
How does LeadSquared support healthcare organizations during implementation?
LeadSquared offers dedicated onboarding specialists who guide your team through each step of implementation. The process is designed to minimize disruption and ensure your workflows are mapped effectively.
Is training provided for staff using the patient intake software?
Yes. Healthcare teams get access to both on-demand and live training modules, tailored to varying levels of technical expertise. This helps staff confidently adopt and use the platform’s features.
What kind of support is available post-implementation of the patient intake software?
LeadSquared provides 24/7 multichannel support via phone, email, and chat. This ensures your team gets the help they need, when they need it.
How does patient intake software support automated healthcare workflows?
LeadSquared’s patient intake software enables healthcare teams to automate critical workflows from the moment a new patient fills out a form. Tasks like insurance verification, care manager assignment, and follow-up reminders can be triggered automatically based on real-time events. This reduces manual coordination and helps prevent delays.
How can AI assistants improve patient intake and healthcare operations?
AI-powered assistants are transforming how healthcare providers manage patient intake and ongoing care. Tools like Google Cloud Healthcare and Microsoft Health Bot offer automation capabilities that reduce manual work and improve response time. These assistants can handle routine tasks such as appointment scheduling, reminders, and follow-ups, helping teams stay efficient.
With LeadSquared’s Lexi AI, care teams also get real-time support for patient queries through calls. Lexi helps guide patients to the right information effortlessly, reducing the burden on your front-desk and support teams. It ensures patients feel supported, even outside working hours.
Additionally, some AI assistants can streamline data collection during intake, organize patient records faster, and enable more personalized communication based on patient behavior and history. Combined, these features allow your staff to focus on higher-value interactions and improve patient satisfaction from the first touchpoint onward.
Who in the clinic benefits most from patient intake software?
Everyone does. Front-desk staff spend less time on paperwork, doctors get accurate records before appointments, and patients enjoy a smoother experience overall. Even billing teams benefit when insurance checks and payments are automated.
Does patient intake software help with telehealth?
Yes, many tools—including LeadSquared’s AI-powered patient intake software—support telehealth workflows. That means patient details, insurance, and scheduling can all be handled digitally.
How does AI improve patient intake software?
AI reduces manual work by capturing data accurately, syncing it to your systems, and even handling voice-based intake over the phone. For example, LeadSquared uses AI to automate tasks like doctor assignment, insurance verification, and telephonic intake.
