Front-desk intake and scheduling — daily schedule, intake queue, waitlist, forms, and automated reminders.

Table · Clinics

Each clinic location in your organization, with its hours, contact details and settings, so every patient, provider, appointment and reminder is scoped to the right site.

• 9 fields · 2 recs
• 2 text
• 2 long_text
• 1 phone
• 2 select
• 1 number
• 1 decision_box

Table · Providers

The clinicians who see patients, linked to their clinic and their own user account, so each provider gets a "my day" view of just their visits and patient panel.

• 9 fields · 3 recs
• 2 text
• 2 select
• 1 email
• 1 number
• 1 decision_box
• 2 connection

Table · Patients

Every patient your clinic sees, with their contact details, assigned provider, intake status and SMS consent in one place so the front desk never hunts for a chart.

• 21 fields · 16 recs
• 5 text
• 1 date
• 3 select
• 1 email
• 1 phone
• 1 long_text
• 3 decision_box
• 2 date_time
• 1 number
• 3 connection

Table · Appointment Slots

Each provider's bookable time, so front desk and patients can only book into slots that are genuinely open and a cancelled slot goes straight back on offer.

• 8 fields · 38 recs
• 1 text
• 2 date_time
• 1 select
• 1 multi-select
• 3 connection

Table · Appointments

The visits themselves — booked, confirmed, checked in, completed or no-show — driving today's schedule, the provider's day and every reminder that goes out.

• 19 fields · 64 recs
• 2 text
• 3 date_time
• 3 select
• 2 long_text
• 3 decision_box
• 1 currency
• 5 connection

Table · Intake Forms

Digital intake forms patients complete before they arrive, queued for front-desk verification instead of being handed over on a clipboard.

• 15 fields · 33 recs
• 1 text
• 2 select
• 4 long_text
• 1 multi-select
• 1 files
• 1 decision_box
• 1 date_time
• 4 connection

Table · Insurance

Insurance cards and coverage details on file per patient, ready to verify before the visit rather than at the counter.

• 14 fields · 16 recs
• 5 text
• 3 select
• 2 files
• 1 currency
• 1 date_time
• 2 connection

Table · Consents

Signed HIPAA, treatment and messaging consents per patient, so you can prove what is on file and gate SMS reminders on real consent.

• 9 fields · 19 recs
• 2 text
• 1 select
• 1 decision_box
• 1 files
• 2 date_time
• 2 connection

Table · Reminders

Every scheduled appointment reminder per patient and visit, queued by email or SMS with its send status, so no-shows fall without anyone working a call list.

• 10 fields · 206 recs
• 1 text
• 3 select
• 2 date_time
• 1 long_text
• 3 connection

Table · Waitlist

Patients waiting for an earlier appointment, matched automatically to slots that open up so cancellations turn into filled visits.

• 10 fields · 6 recs
• 1 text
• 2 select
• 2 date
• 2 date_time
• 3 connection

Table · Audit Log

Append-only trail of who changed what and when across each clinic, recording field names rather than patient data, kept for compliance review and never edited by hand.

• 9 fields · 357 recs
• 3 text
• 1 date_time
• 2 select
• 1 long_text
• 2 connection

Role · Front-desk / Admin

Runs the day: works the schedule, checks patients in, verifies intake and insurance, fills open slots from the waitlist and keeps the clinic moving.

• 2 users

Role · Provider

Sees only their own day and patient panel, reads the intake ahead of each visit and closes the visit with notes.

• 3 users

Role · Patient

Completes forms, uploads insurance, e-signs consents, books and confirms visits and manages reminder preferences from their own portal.

• 3 users

Role · Org Admin / Compliance

Oversees every clinic — users, consent versions and the audit log — and is the only role that can run compliance exports.

• 1 user

Role · Public intake / booking

Lets new patients start intake or request an appointment from a public page without an account, while seeing nothing beyond open slots.

Workflow · Appointment created - denorm

When a visit is booked, copies the clinic, provider and end time from the chosen slot onto the appointment so schedules and reminders read cleanly without extra lookups.

• 1 step
• on Appointments

Workflow · Intake Form created - denorm

Stamps each new intake form with the patient's clinic and assigned provider so the front-desk queue and the provider's day filter correctly from the start.

• 1 step
• on Intake Forms

Workflow · W2b Provider reassignment resync

When a patient is reassigned to a different provider, updates their intake forms to match so nothing lands in the wrong provider's queue.

• 1 step
• on Patients

Workflow · Insurance created - denorm

Tags each new insurance record with the patient's clinic so front-desk staff only see coverage for their own site when verifying before a visit.

• 1 step
• on Insurance

Workflow · Consent created - denorm

Tags each newly signed consent with the patient's clinic so compliance checks and SMS gating stay scoped to the right site.

• 1 step
• on Consents

Workflow · Reminder created - denorm

Links each new reminder directly to its patient and clinic so the TCPA consent check at send time is a single lookup rather than a chain.

• 1 step
• on Reminders

Workflow · Waitlist entry created - denorm

Tags each new waitlist entry with the patient's clinic so waitlist matching only offers slots at the site the patient actually attends.

• 1 step
• on Waitlist

Workflow · Public intake started

Turns a new patient into a ready-to-go intake: drafts their form, creates their portal login and logs the record the moment they sign up.

• 5 steps
• on Patients

Workflow · Intake submitted

When a patient submits their forms, marks intake complete and routes the form to the clinic's front desk for verification.

• 4 steps
• on Intake Forms

Workflow · Appointment booked

Books the visit end to end: reserves the slot, queues the 48-hour, 24-hour and 2-hour reminders and emails the patient a confirmation.

• 5 steps
• on Appointments

Workflow · Booking request approved

Lets the patient know the moment the front desk approves an appointment request.

• 1 step
• on Appointments

Workflow · Reminder dispatch (TCPA-gated)

Sends due reminders every hour by email and SMS, and only texts patients who have consented and not opted out — so reminders cut no-shows without a compliance risk.

• 8 steps
• on Reminders

Workflow · Patient confirms

When a patient confirms, moves the visit to Confirmed and stops any further reminders for it.

• 2 steps
• on Appointments

Workflow · Outstanding-intake nudge

Each day, finds tomorrow's patients who still have not finished their forms so they can be nudged before they arrive.

• 1 step
• on Appointments

Workflow · No-show sweep

Every hour, flags past appointments where the patient never checked in as no-shows so nothing lingers on the schedule.

• 2 steps
• on Appointments

Workflow · Cancellation / reschedule

On a cancellation or reschedule, reopens the slot, cancels the pending reminders and logs the change.

• 3 steps
• on Appointments

Workflow · Waitlist match

When a slot frees up, finds waitlisted patients at that clinic who could take it and flags them as notified.

• 2 steps
• on Appointment Slots

Workflow · SMS opt-out

Honors an SMS opt-out immediately: stamps the date, cancels the patient's pending reminders and records it for compliance.

• 3 steps
• on Patients

Workflow · Check-in

Records the arrival time when the front desk checks a patient in so providers see who is waiting.

• 1 step
• on Appointments

Workflow · Visit complete - consent check

When a visit is completed, checks that signed HIPAA and treatment consents are on file and logs the completion.

• 2 steps
• on Appointments

Workflow · Audit logging (Patients)

Whenever a patient record is created or changed, appends an audit entry naming who changed which fields and when, without ever storing patient health data in the log.

• 1 step
• on Patients

Email · Appointment confirmation

Your appointment at {{clinic_name}} is confirmed

Email · Appointment reminder

Reminder: your appointment at {{clinic_name}} on {{start_datetime}}

Email · Outstanding-intake nudge

Please complete your forms before your visit

Email · No-show reschedule prompt

We missed you at {{clinic_name}}

Email · New intake submitted (internal)

Intake submitted: {{patient_mrn}} ({{form_type}})

Email · No-show alert (internal)

No-show: {{patient_mrn}} with {{provider_name}}

Email · Waitlist slot open

An earlier appointment has opened up at {{clinic_name}}

Email · Booking request received

We've received your appointment request

Email · Booking approved

Your appointment at {{clinic_name}} is booked

AI agent · Intake Verification Assistant

Reviews a submitted intake and points the front desk to missing or inconsistent answers — suggestions only, never edits.

• 4 tools

AI agent · Schedule Gap & No-show Risk Agent

Gives the front desk a morning brief on unconfirmed visits, open slots and waitlist candidates most likely to fill them.

• 4 tools

AI agent · Front Desk Assistant

Answers front-desk questions about today's schedule, who has arrived and what is waiting in the intake queue.

• 4 tools

AI agent · Provider Assistant

Summarizes a provider's day and each patient's intake so they walk into the room already up to speed.

• 4 tools

AI agent · Patient Companion

Helps patients understand their upcoming visit, which forms are still outstanding and what reminders to expect.

• 2 tools

AI agent · Compliance Assistant

Helps compliance staff check consents, TCPA status and the audit trail without digging through records.

• 4 tools

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Page · Profile

Page · Sample Page

Relationship

Providers connects to Clinics through "Clinic".

• Providers
• Clinics

Relationship

Patients connects to Clinics through "Clinic".

• Patients
• Clinics

Relationship

Patients connects to Providers through "Assigned Provider".

• Patients
• Providers

Relationship

Appointment Slots connects to Clinics through "Clinic".

• Appointment Slots
• Clinics

Relationship

Appointment Slots connects to Providers through "Provider".

• Appointment Slots
• Providers

Relationship

Appointment Slots connects to Appointments through "Booked Appointment".

• Appointment Slots
• Appointments

Relationship

Appointments connects to Clinics through "Clinic".

• Appointments
• Clinics

Relationship

Appointments connects to Patients through "Patient".

• Appointments
• Patients

Relationship

Appointments connects to Providers through "Provider".

• Appointments
• Providers

Relationship

Appointments connects to Appointment Slots through "Slot".

• Appointments
• Appointment Slots

Relationship

Appointments connects to Intake Forms through "Intake Form".

• Appointments
• Intake Forms

Relationship

Intake Forms connects to Clinics through "Clinic".

• Intake Forms
• Clinics

Relationship

Intake Forms connects to Patients through "Patient".

• Intake Forms
• Patients

Relationship

Intake Forms connects to Providers through "Assigned Provider".

• Intake Forms
• Providers

Relationship

Insurance connects to Clinics through "Clinic".

• Insurance
• Clinics

Relationship

Insurance connects to Patients through "Patient".

• Insurance
• Patients

Relationship

Consents connects to Clinics through "Clinic".

• Consents
• Clinics

Relationship

Consents connects to Patients through "Patient".

• Consents
• Patients

Relationship

Reminders connects to Clinics through "Clinic".

• Reminders
• Clinics

Relationship

Reminders connects to Patients through "Patient".

• Reminders
• Patients

Relationship

Reminders connects to Appointments through "Appointment".

• Reminders
• Appointments

Relationship

Waitlist connects to Clinics through "Clinic".

• Waitlist
• Clinics

Relationship

Waitlist connects to Patients through "Patient".

• Waitlist
• Patients

Relationship

Waitlist connects to Providers through "Preferred Provider".

• Waitlist
• Providers

Relationship

Audit Log connects to Clinics through "Clinic".

• Audit Log
• Clinics