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Patient Intake

Turn intake from a bottleneck into a clinical advantage.

A mobile-first, guided experience that collects clean data, routes patients intelligently, and starts every visit with the context your team actually needs.

  • HIPAA-compliant
  • Conditional logic
  • On-brand
  • No engineering required
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82% Completion rate vs. 54% industry average for static forms
48h Time to launch from kick-off to a live, branded intake flow
3× Faster than paper patients finish in under 4 minutes on mobile
0 Manual re-entry structured output goes directly to your systems

Intake as it exists today is broken.

Most practices are losing patients and data quality before the visit even begins.

Paper forms & PDFs
Patients fill out the same information repeatedly—on paper, in the portal, at the front desk. Staff re-enter it manually.
High abandonment
Long, single-page forms overwhelm patients. More than 40% abandon before submitting, leaving gaps in your schedule.
Unstructured data
Free-text fields and inconsistent formats mean your team spends time interpreting answers instead of acting on them.
Manual routing
Staff must read every submission to decide the next step. One mistake routes the wrong patient to the wrong program.

How it works

Five steps from your existing intake to a live, branded flow.

  1. Setup

    Bring your existing intake

    Upload your current PDF or intake form. We map it to a guided flow—you don’t start from a blank slate.

  2. Logic

    Add conditional logic

    Route patients differently by visit reason, insurance status, or prior history. No two patients see the exact same path.

  3. Branding

    Match your brand

    Apply your fonts, colors, and logo in the theme editor. Patients experience your brand, not a third-party tool.

  4. Compliance

    Capture consent inline

    Add HIPAA disclosures and acknowledgements exactly where they belong—within the flow, not as an afterthought.

  5. Analytics

    Launch and measure

    Go live in hours. Watch completion rates by step and iterate on the exact screens where patients drop off.

Everything you need to run intake.

PathwAI handles the infrastructure. Your team focuses on patients.

  • Conditional routing

    Branch on any answer—visit reason, eligibility, or custom rules. Patients only see what’s relevant to them.

  • Step-by-step UX

    Slide-format flows feel lighter than a page full of fields. Patients answer one thing at a time, on any device.

  • Consent & disclosures

    Inline consent steps with acknowledgement tracking—compliant by design, not bolted on.

  • Theme editor

    Set your fonts, colors, corner radius, and logo. No CSS. No custom code. Ships in minutes.

  • Drop-off analytics

    See exactly where patients stop. Fix the one or two screens causing the most abandonment.

  • Integrations-ready

    Structured output connects to your EHR, CRM, or scheduling system via webhook or native integration.

Built for healthcare. Designed for compliance.

PHI security and auditability aren’t features we added—they’re how this was built from day one.

PathwAI manages the intake infrastructure. You retain full control over clinical decisions and patient communications.

  • HIPAA-compliant data handling
  • Encrypted transmission and at-rest storage
  • Role-based access controls
  • Full audit trail for every submission
  • Patient-friendly disclosure language
  • BAA available for covered entities

Common questions

How long does it take to go live?

Most programs launch a working intake flow within 24–48 hours. We start with your existing intake materials and build from there—you’re not starting from scratch.

Can we route patients by visit reason or insurance?

Yes. Conditional logic can branch on any answer, including visit type, eligibility outcomes, or values from earlier in the flow.

What does the patient experience look like on mobile?

Each step presents one question or a small group of related questions. Patients tap through in 3–5 minutes. Completion rates on mobile match or exceed desktop.

Can we customize branding to match our practice?

Fully. The theme editor controls fonts, colors, logo, button styles, and layout—without any custom code.

How does intake data connect to our EHR or scheduling system?

Structured answers are delivered via webhook or our integration layer. We work with your team to map fields to your system’s schema.

See a working intake flow for your program.

We’ll review your current intake process, identify the drop-off points, and show you a live draft you can iterate on—in one session.

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