Forms
Patient-facing forms
- ADA-aware, multilingual (EN/FR/ES), conditional logic, e-sign
- ID & insurance upload from camera or file
Case Study — Health System Intake Modernization (anonymized sample)
From clipboards to a secure, digital intake with real-time routing
CASE STUDY: HS
Client at a Glance
- Type: Multi-site healthcare network (outpatient + specialty clinics)
- Regions: U.S. & Canada
- Starting point: Manual intake packets, front-desk re-keying, siloed systems, long queues
The problem (before)
- Manual intake: Patients completed paper packets; staff re-entered data into the EHR and billing tools.
- Fragmented systems: Scheduling, eligibility, and referrals lived in separate portals—no unified view.
- Delays & risk: Missing signatures/consents, unreadable fields, and handling of PHI across desks and email.
- Ops strain: High call volume for reminders/updates and unpredictable lobby times.
Image slot — Manual process
What we delivered (after)
A secure, mobile-friendly intake and routing layer the operations team controls—no developer tickets required.
Eligibility
Eligibility & benefits checks
- Automated lookups before visit
- Flag exceptions to staff for action
Scheduling
Scheduling & reminders
- Two-way SMS/email
- Consent-aware messaging windows
Referrals
Referrals & eDocs
- Uploads routed to the right clinic
- Traceable acknowledgements
Admin
Admin portal
- Edit questions, languages, content, banners
- Configure clinics, rules—without code
Compliance
Audit & reporting
- Time-stamped trails (who/what/when/where)
- Export with reason codes for reviews
Security & compliance posture (plain-English)
- Regulatory alignment: HIPAA (U.S.), PIPEDA and PHIPA-ON (Canada/Ontario) best-practice alignment.
- Data minimization: Collect only what’s needed; optional fields gated by purpose.
- Access control: Role/location-based; SSO (SAML/OIDC) + MFA; least-privilege by default.
- Encryption: TLS 1.2+ in transit; AES-256 at rest; keys via KMS/HSM.
- Network posture: Private subnets, WAF, staff console allow-lists, admin audit.
- Logging & audits: Immutable logs, PHI journaling, break-glass with reason, anomaly alerts.
- Vendor governance: DPAs/BAAs; subprocessors reviewed (SOC 2/HITRUST/SIG); residency pinning.
- Retention & deletion: Policy-driven retention, export on request, verified deletes, quarterly reviews.
Image slot — Security
How we work (measurable, low-risk)
- Discover — map users/flows/constraints, data catalog of PHI/PII
- Design — prototypes, consent language, error-proofing, language packs
- Build — small slices behind feature flags; test with de-identified data
- Integrate — EHR/billing/scheduling APIs, eligibility, identity provider
- Launch — readiness checklist, staff playbooks, observability
- Evolve — metrics → roadmap, quarterly security/retention reviews
Illustrative outcomes (sample metrics for a network of 12 clinics)
- Intake time: ↓ 61% median (12:40 → 4:57)
- Digital completion rate: ↑ 89% of visits pre-completed
- Front-desk re-keying: ↓ 95% (almost eliminated)
- No-show rate: ↓ 18% with consented reminders
- Form errors returned: ↓ 72% (missing signatures/fields)
- Compliance findings: 0 reportable incidents in first 9 months
Image slot — KPIs
Why this mattered
- Better patient experience: fewer queues, fewer repeat questions, mobile-first options.
- Staff capacity: front-desk time moved from typing to patient help.
- Cleaner data: structured intake reduces downstream claim delays.
- Provable governance: clear logs, role boundaries, and retention discipline.
What we hand over
- Admin control: edit form content, languages, and logic without code.
- Playbooks: intake SOPs, exception handling, and escalation trees.
- Compliance bundle: data maps, access matrices, retention schedules, and vendor inventory.
Logo
Talk to us
Whether you manage clinics, claims, routes, or orders, if your intake is still paper-heavy or spread across portals, we can help you simplify, secure, and measure—using what you already have. DM us or visit envision360.co.