1.Captures new intake submission
Integrate Jotform and patient intake forms to map submission fields to the flow, so consent can be generated from each intake.
Create patient record and send consent for signature
Automatically capture new patient intake submissions across Jotform, Delay by Zapier, Code by Zapier, DocuSign, vcita, and Google Sheets. Create and update when consent envelopes send and patient pipeline rows update β so you can send consent, log records, and keep follow-ups on time without manual paperwork.
How this automation accelerates patient consent
When intake submissions arrive without an immediate consent trail, delays can slow appointments and increase admin work. This automation captures submissions, delays delivery, and sends envelopes and updates client records and the patient pipelineβso your team can reduce paperwork fast.
Jotformor swap with your favorite app
2.Pauses delivery for follow-up
Integrate Delay by Zapier and scheduling tools to delay consent delivery for the configured follow-up window.
Delay by Zapieror swap with your favorite app
3.Parses date of birth fields
Integrate Code by Zapier and parsing tools to format date of birth into document-ready date parts.
Code by Zapieror swap with your favorite app
4.Sends envelope from template
Integrate DocuSign and consent templates to send a signature envelope using signer email and mapped date fields.
Docusignor swap with your favorite app
5.Finds or creates client in vcita
Integrate vcita and CRM tools to find by email and create a client record when none exists.
vcitaor swap with your favorite app
6.Finds or updates patient pipeline row
Integrate Google Sheets and reporting tools to add or update a patient pipeline row with intake summary and status.
Google Sheetsor swap with your favorite app
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: Typeform, Keap, Formatter by ZapierSwap with your favorite apps.
Add consult note to contact from form submissions
Your consult form entries arrive outside the CRM, leaving patient notes unlinked and staff without visit context. Notes are added to the contact so coordinators can act the same day.
- Apps: Gravity Forms, Formatter by Zapier, Google Sheets, Brevo, AI by Zapier, GmailSwap with your favorite apps.
Add contact and auto-reply to new patient inquiries
Your intake form submissions arrive untriaged, leaving patients waiting and staff to add contact details manually. It captures each inquiry and sends an AI FAQ reply so patients hear back same day.
- Apps: Zapier Forms, Formatter by Zapier, Paths by Zapier, ClickSend SMSSwap with your favorite apps.
Add form signups to clinic SMS notification lists
Your SMS signup submissions go untracked, leaving patients off condition-specific reminder lists. Subscribers are added to the right lists and receive a welcome SMS same day.
- Apps: Gmail, monday.com, AI by ZapierSwap with your favorite apps.
Add incoming emails as updates to clinic records
Your inbound clinic emails sit unlinked, delaying referrals and leaving staff without a consolidated history. They're appended to matching clinic records so coordinators can triage and reply same day.
- Apps: Gmail, Filter by Zapier, Google SheetsSwap with your favorite apps.
Add incoming inquiry emails to intake tracking sheet
Your inquiry emails unlogged delay assessments and first appointments for clients seeking therapy. Capture and centralize messages so intake coordinators can schedule or triage requests same day.
- Apps: Webhooks by Zapier, Filter by Zapier, LeadConnectorSwap with your favorite apps.
Add incoming patient inquiry leads to your contact list
Your incoming patient inquiry submissions often arrive unlogged, delaying outreach and costing consult bookings. Capture and update lead records so your concierge team reaches prospects same day.
- Apps: Acuity Scheduling, Delay by Zapier, Formatter by Zapier, LeadConnectorSwap with your favorite apps.
Add new appointment patients to 24-hour follow-up campaign
Your first-treatment bookings lack follow-up, causing delayed patient feedback and missed next-care actions. Get follow-up messages and queue coordinator tasks so care happens within 24 hours.
- Apps: Facebook Lead Ads (for Business admins), Formatter by Zapier, Webhooks by ZapierSwap with your favorite apps.
Add new form leads to patient intake queue
Your booking inquiries come without structured contact or scheduling context, so front-desk staff must triage and leads cool. It delivers complete intake records for immediate outreach within minutes.
- Apps: Calendly, Formatter by Zapier, Brevo, Google SheetsSwap with your favorite apps.
Add new patient booking to contacts and notify clinic team
Your patient bookings lack a contact record and consent prompt, making intake prep manual and slow. It creates the contact, queues a consent reminder, and notifies coordinators before the appointment.
- Apps: Mailchimp, Zapier Tables, Clinicminds, Formatter by ZapierSwap with your favorite apps.
Add newsletter signups into patient and appointment lists
Newsletter signups lack patient or appointment context, causing manual lookups and delayed outreach. Add context and tags so campaign managers and coordinators can prioritize follow-up same day.
- Apps: Webhooks by Zapier, ActiveCampaign, Zapier TablesSwap with your favorite apps.
Add or update patient contacts from clinic bookings
Your clinic bookings lack synced patient contact and intake context, causing prep gaps for campaign managers and frontβdesk staff. Automatically add or update CRM contacts so patient details are ready before appointments.
- Apps: Google Sheets, Filter by Zapier, Storage by Zapier, ChatGPT (OpenAI), Code by ZapierSwap with your favorite apps.
Add patient inquiries to contact tracker for intake
Your inquiry sheet has unstructured rows that miss phone and service details. It standardizes entries and writes clean contact fields so intake coordinators can triage same day.
- View all
Explore all patient communication automations
Improve patient outreach with automated appointment reminders, form follow-ups, and reply alerts
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.