Automate Your Medical Practice's Intake and Reminders

Small practices often rely on their EHR's built-in tools or add-ons like Phreesia or SimplePractice. These tools offer digital forms but have rigid workflows. If a patient's insurance information does not match the pre-set format, the system flags an error, forcing staff to manually correct the entry. They cannot handle complex conditional logic, like routing a form to a specific specialist based on a patient's answer to a symptom question.

Consider a 5-person orthopedic clinic. A new patient fills out a digital form from their EHR's portal. The patient writes "self-employed" in the employer field, but the system expects a company name, causing a data validation error. The front desk staff must then call the patient, clarify the information, and manually update the record. Later, that patient needs a follow-up in 6 weeks, but the EHR's reminder system only has options for 1-day or 1-week reminders, not custom intervals. This forces someone to add a manual calendar task.

The structural problem is that these off-the-shelf tools are built for mass-market compliance, not operational efficiency for a specific practice. Their data models are fixed. You cannot add a custom field to track a co-morbidity specific to your patient population without paying for an enterprise tier. The core architectural issue is that they are closed systems. They prevent you from connecting your patient intake data directly to your billing or referral management process in a way that reflects how your clinic actually operates.

We would start with an audit of your current patient journey, from the first contact to the post-visit follow-up. This involves mapping your intake forms, identifying the fields required by your EHR, and reviewing your appointment communication sequence. You would receive a scope document that details the data flow, the exact points of automation, and a breakdown of the required HIPAA BAA (Business Associate Agreement) coverage for each service used.

For intake, we would use the Claude API to parse submitted PDF or image-based forms, extracting structured data like patient demographics and insurance details. This data is validated using Pydantic schemas before being passed to your EHR's API. The system would be built as a set of AWS Lambda functions fronted by an Amazon API Gateway, ensuring a serverless, pay-per-use architecture that costs under $50/month to run. Appointment reminders would use Amazon SNS to send HIPAA-compliant SMS messages, triggered by events from your EHR.

The delivered system operates invisibly in the background. Your staff would see patient data appear correctly in the EHR within 60 seconds of a patient submitting a form. You receive a runbook, full source code in your GitHub repository, and an audit trail log stored in Supabase for compliance. The system is designed to process up to 5,000 intake forms per month with a human-in-the-loop review queue for any entries that fall below a 99% confidence score.