Intake Assistant

Intake Assistant jumpstarts patient engagement by automating the referral and intake process. By simplifying these critical first steps, your practice can save valuable time and ensure that new patients receive a seamless and welcoming experience. The intuitive tool efficiently gathers essential information, reducing manual input and streamlining workflows, which helps both patients and staff. 

Benefits of PIMSY’s Intake Assistant 

The Intake Assistant offers a range of benefits and key features that enhance mental health practices’ efficiency.  

Benefits: 

1. Time Savings: Automates the intake process, eliminating the need for manual data entry. 
2. Improved Patient Engagement: Simplifies the onboarding experience for new clients. 
3. Enhanced Accuracy: Minimizes errors by gathering essential patient information upfront via your website. 
4. Seamless Referrals: Facilitates an easy entry point for partnering organizations to refer patients, streamlining collaboration across care providers. 
5. Prevents Client Loss: Reporting tools allow you to track outcomes of initial engagement. 
6. Accessibility: Patients and partners can submit information online, reducing the need for direct communication and making it easier for individuals to access services. 
7. Screening: Based entirely on your agency’s screening protocols, the Intake Assistant can screen potential clients in or out based on their responses to the screening questions. 
8. Efficient Scheduling: Clients can review the Bios and Photos of each provider they are matched with, review the availability, and then schedule with their selected provider. 
9. Wait List Management: Client information is automatically added to the Wait List when appropriate, empowering your practice to manage and track patients waiting for provider assignments easily.  

Intake Assistant Functionality 

Simply adding a link to your website lets you efficiently use the Intake Assistant as a referral entry point for partnering organizations or an access point for potential clients. It collects essential information without requiring direct interaction with staff. Whether you offer individuals the ability to self-schedule an intake appointment with a provider or utilize it as a referral management tool, this flexible and customizable feature puts you in control. It streamlines the intake and referral process, ensuring it’s as smooth and efficient as possible. 

Key Features: 

1. Automated Client Chart Creation: Whether added to a provider’s caseload or added to the Wait List, PIMSY automatically creates each chart based on the client’s responses to the Intake Assistant. 
2. Self-Scheduling: Clients can schedule their intake appointment without direct contact, giving them more flexibility. 
3. Customizable Intake Process: Tailor the intake and referral process to fit the unique needs of your practice or organization, allowing for more personalized experiences. 
4. Real-Time Reporting: PIMSY’s reporting tools allow you to track individuals in the intake process and monitor client demand, ensuring nothing slips through the cracks. 
5. Seamless Staff Coordination: The scheduling tool integrates with staff schedules, allowing easy confirmation of appointments or identification of open slots. 
6. Referral Entry Point: Provides an easy access point for partnering organizations to refer patients directly through your website, enhancing referral efficiency. 
7. Provider Matching: The system matches each client to the appropriate providers based on the client’s needs and the providers’ specialties and preferences. 

Frequently Asked Questions 

1. How does PIMSY’s Intake Assistant feature improve patient care?

The Intake Assistant saves time by automating data entry, improves patient engagement by simplifying the intake process, and ensures that no potential client falls through the cracks with tracking and reporting tools. It also helps manage staff availability and scheduling. 

2. Can clients schedule their intake appointments?

Yes, clients can self-schedule their intake appointments through the Intake Assistant, giving them more flexibility and reducing the need for direct communication with staff. Each company has full control over this feature, so if you prefer to turn off self-scheduling and instead use it as a waitlist-only or referral tool, you’re welcome to do so. 

3. How does the Intake Assistant support referrals from partnering organizations? 

By placing a link on your website, the Intake Assistant is an entry point for referrals from partnering organizations. They can submit client information directly into the system, streamlining the referral process.  

4. How is patient information handled once it is entered via the Intake Assistant?

When patient information is submitted, a chart is automatically created in real time and either added to a provider’s caseload or placed on the Wait List.  

5. Can we track potential clients who are in the intake process?

Yes. PIMSY’s reporting tools allow you to track individuals seeking services, ensuring no one is missed and helping your team stay on top of client demand. 

6. Does Intake Assistant help prevent errors?

Yes. Automating the intake process reduces the risk of manual data entry errors and ensures all necessary information is captured accurately from the start. 

7. Is there a limit to how many potential clients can use the Intake Assistant simultaneously?

No. The Intake Assistant is scalable, allowing multiple entries simultaneously without bottlenecks or delays.