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Health Clinics — Booking, Intake, and Patient Portals | Envision360
Industry

Health Clinics

Booking, intake, and patient portals that reduce phone tag and show real status. For local clinics and group practices in Canada and the U.S. Massage, chiropractic, physiotherapy, optometry, ophthalmology, sports medicine, dental hygiene, community health, allied health, outpatient and specialty clinics. Keep your EMR/EHR and billing. Add the digital pieces patients expect and staff can actually run.

Who this helps

  • Single-location clinics with busy front desks
  • Multi-location groups with different insurance rules by province or state
  • Practices that split time between in-person care and virtual visits
  • Clinics with referral-driven caseloads and waitlists
  • Teams that rely on forms, consent, and pre-visit questionnaires
  • Clinics that share care across providers and need a clean handoff
Patient portal and front-desk console—booking, forms, insurance, and status

Common problems we hear at clinics

Phones & forms

  • Nonstop booking and coverage calls
  • Paper intake gets re-typed or scanned
  • Intake and consent arrive incomplete

Context & handoffs

  • Providers walk in without last-visit context
  • Referrals/imaging lost across fax and folders
  • Eligibility and pre-auth slow the start

Coordination

  • No single patient place for appts, docs, messages
  • Calendars hide room/equipment constraints
  • Recalls depend on one person’s list

Your EMR holds records. The day-to-day flow around it is where time disappears.

What we build for health services

1) Patient portal people use

  • Online booking with rules by provider/service/room/equipment
  • Account with appointments, waitlist spot, visit history
  • Mobile intake & consent saving to chart or EMR file store
  • Insurance profile with card photos and e-sign as needed
  • Secure messages, pre-visit instructions, saved payment

Examples: Massage & chiro first-visit vs follow-up; physio injury + outcomes; optometry recalls & Rx; ophthalmology pre-visit flags.

2) Front desk & scheduling

  • Search/rebook by provider, service, clinic
  • Room & device rules; bulk waitlist fills
  • Eligibility/referral flags before the visit
  • Status: ready → in room → with provider → complete

3) Intake, consent & docs

  • Discipline templates (SOAP, outcome measures)
  • Smart prompts for missing/expired consents
  • Card/ID photos; auto-file with clear names

Discipline specifics: RMT, chiro, physio, optometry, ophthalmology, specialty clinics—versioned, translatable forms.

4) Insurance & payments

  • Eligibility checks or manual workflows
  • Pre-auth checklist with status/expiry
  • Fee schedules by clinic/provider/payer
  • Deposits/no-show rules; HSA/FSA exports
  • Offline fallbacks for network issues

5) Provider view

  • Today list with reason, forms, and flags
  • Chart preview, quick templates, follow-up booking
  • Links to imaging/labs if exposed by EMR
Health services panoramic—booking, intake, consent, provider view, recalls

6) Referrals & imaging

  • Referral intake with required docs
  • Status and auto feedback letters
  • Imaging uploads/links with ack tracking
  • Secure share for referrers/partners

7) Recalls & reminders

  • Discipline/condition-based recalls
  • SMS/email/phone with clear opt-outs
  • Waitlist logic by provider/time/location
  • Education packs by service/diagnosis

Optometry/Ophthalmology: recall windows, Rx access, “ready for pickup” alerts, optical order updates.

8) Multi-location & resources

  • Shared calendar with room/device constraints
  • Travel blocks for rotating providers
  • Equipment scheduling (OCT, ultrasound, therapy)
  • Daily huddle: no-shows, fills, bottlenecks

9) Reporting that drives action

  • Booked vs capacity by provider/service
  • No-show/late cancel patterns
  • Intake completion & drop-off points
  • Referral sources → first visit
  • Recall performance; lifetime visits
  • Claims ageing if billing connected

Privacy, security & access

  • Encryption in transit and at rest
  • Role-based access, least privilege
  • Audit logs for access/changes/downloads
  • Data residency: Canada or U.S.
  • Aligns with PIPEDA/PHIPA & U.S. norms
  • Consent & retention policies per clinic
  • Accessible, mobile-friendly screens

Integrations that stick

We connect to EMR/EHR, payments, messaging, and file storage you already use. When a vendor has no API, we use safe scheduled syncs and clear field mapping.

  • EMR/EHR & practice platforms: Jane, InputHealth, Power Practice, Accuro, OSCAR-based, Athena, AdvancedMD, DrChrono (where practical)
  • Payments & billing: Stripe, Square, Moneris, Elavon; exports to medical billing tools
  • Messaging & reminders: Twilio, SendGrid, or platform-native options
  • Files & imaging: SharePoint, Google Drive, Box; link-outs to imaging portals
  • Identity & access: SSO where used; roles for admin, desk, provider, patient
Multi-location scheduling and provider view with intake and reminders

Results clinics can expect

  • Fewer callsBooking and “do you take my plan” handled online
  • Complete intakeConsent and history done before the visit
  • More contextProviders start with last note and flags
  • Cleaner handoffsReferrals and imaging tracked end-to-end
  • Better utilizationRooms/devices scheduled across locations
  • Real recallsWaitlists that fill actual gaps

Typical starting points

Portal + forms

Online booking & patient portal with forms/consent that write back to your record system or file store.

Intake & insurance

Capture demographics, history, consent, and insurance properly so the desk stops re-typing.

Recalls & referrals

Recall and reminder flows by discipline; referral tracking with feedback letters and status.

Pilot plan

Weeks 1–2

Choose the first lane. Map clinic rules, forms, and data fields. Sketch the key screens.

Weeks 3–6/8

Build and connect. Run with one location or a subset of providers. Tighten the copy and forms based on real use.

Week 8+

Expand to more services and locations. Add recalls, referrals, and payments once the portal is steady.

CTA

Send one workflow that clogs your day — booking, intake, insurance capture, recalls, or referrals. We’ll outline a first release that fits your EMR, respects privacy rules, and gives patients a clean place to get things done without calling the clinic.

Start a conversation It starts with one lane and grows as staff and patients adopt it.