Healthcare clinic operations · Front desk
New patient intake
Get a new patient from booked appointment to checked in, with registration, consent and insurance done before the visit instead of on a clipboard in the waiting room. The patient completes their part through a shared link, and the front desk sees what is missing days before the visit.
- Duration: 1 to 2 weeks
- How often: For every new patient
- Steps: 8 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
New patients fill in clipboards in the waiting room, and the visit starts late.
A missing authorization is found at the check-in desk.
Someone checks every new patient's forms by hand.
A no-show is noticed when the slot is already empty.
With it
Patients complete registration and consent before the visit, and the front desk sees what is still open.
Insurance is verified days before, and a missing authorization marks the run blocked.
An AI agent lists what is missing, and the front desk lead follows up.
The patient confirms or asks for another time two days before the visit.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A new patient books their first appointment. The front desk coordinator starts a run with the patient's reference number and the visit date.
- 1
Book the visit and send the registration link
At bookingFront desk coordinator · Team
Book the appointment, create the patient record in the practice management system, and email the patient the registration instructions and portal login with the shared run link. Use the reference number on the run, not the patient's name.
Checklist
- Appointment booked
- Patient record created
- Instructions and shared link sent to the patient
Fields to fill in
- Patient reference number (required)
- Visit date (required)
- Visit type (required)
- Clinic location (required)
- 2
Complete registration and consent
Days 1 to 5Patient · Shared link
Through the shared link, the patient confirms each form they have completed in the patient portal and says how they want reminders. Medical details go in the portal, not on this link.
Checklist
- Registration form completed in the patient portal
- Consent and privacy forms signed
- Health questionnaire completed in the patient portal
- Insurance details entered in the patient portal
Fields to fill in
- Reminder preference (required)
- Interpreter needed
- Questions for the front desk
- 3
Verify insurance coverage
Hidden from the shared linkDay 5Insurance verification specialist · Team
Check coverage for the visit date and whether the plan needs a referral or prior authorization. If one is missing, mark the run as blocked and note what is missing.
Checklist
- Coverage active on the visit date
- Referral or authorization on file where needed
- Expected patient payment worked out
Fields to fill in
- Eligibility result (required)
- Expected patient payment
- Missing referral or authorization
- 4
Check that intake is complete
Day 5Intake checker · AI agent
The intake checker compares the patient's ticked forms, the reminder preference and the eligibility result with the intake list in its instructions, lists what is missing and drafts a reminder to the patient.
Fields to fill in
- Missing items (required)
- Draft reminder to the patient
Checked by: The front desk lead checks the list, sends the reminder and approves the intake in step 5.
- 5
Follow up and approve the intake
Day 6Front desk lead · Team
Check the list of missing items, send the reminder where needed and approve the intake once registration and coverage are complete.
Checklist
- Missing items followed up
- Expected payment shared with the patient
- Interpreter booked where needed
- Visit date and time sent to the patient
Approval: The appointment confirmation stays locked until the front desk lead approves the intake as complete.
- 6
Confirm the appointment
2 days before the visitPatient · Shared link
Through the shared link, the patient confirms they will come, or asks for another time.
Fields to fill in
- Attendance (required)
- Preferred new time
- 7
Prepare for the visit
Day before the visitMedical assistant · Team
Prepare the chart in the clinical system, check that the signed forms show on the record and get the room ready.
Checklist
- Chart prepared in the clinical system
- Signed forms visible on the record
- Room and equipment ready
Fields to fill in
- Room
- 8
Check in the patient
Visit dayFront desk coordinator · Team
Check the patient's ID and insurance card, collect the expected payment and let the clinical team know the patient has arrived.
Checklist
- ID and insurance card seen
- Payment collected
- Clinical team told the patient has arrived
Fields to fill in
- Amount collected
Done when
The patient is checked in on the day with registration, consent and insurance complete, and the clinical team can start on time.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Intake checker
Checks each new patient's intake against your intake list and drafts a reminder for what is missing.
What it does
- Reads the forms the patient ticked and the values recorded on the run
- Compares them with the intake list in its step instructions
- Records the missing items and a draft reminder in its step
- Completes its step, so the front desk lead can follow up
Checked by: The front desk lead checks the list, sends the reminder and approves the intake in step 5.
Questions this template answers
Email the registration instructions days before the visit, with one link where the patient confirms each form, and check it before the day. In step 2 the patient confirms each form through a shared link, and step 4 lists what is still missing.
Check coverage and any referral or authorization the plan needs a few days before the visit, while there is still time to fix gaps. Step 3 records the eligibility result, and the run is marked blocked when an authorization is missing.
Move registration, consent and insurance checks out of the waiting room and into the days before the visit. Steps 2 to 5 finish them in advance, so in step 8 the front desk only checks ID and collects payment.
Let AI check that the intake steps are complete, not what the medical record says. In step 4 the intake checker compares the ticked forms with your intake list and drafts a reminder, and in step 5 the front desk lead reviews it before anything is sent.
Ask the patient to confirm shortly before the visit and give them an easy way to ask for another time. In step 6 the patient confirms or asks for a new time through the shared link, two days before the visit.
Registration, consent and privacy forms, insurance coverage, any referral or authorization, and reminder and interpreter preferences. Steps 2 and 3 cover them, and step 5 is an approval gate that keeps the appointment confirmation locked until intake is complete.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.