Client intake services for medical & dental practices

AssistBPO's client intake services for medical and dental practices register new patients completely before they arrive. Demographics, insurance, consents, medical and dental history forms, pharmacy, referral source and the eligibility check that tells the front desk what the patient owes.

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Incoming referrals are logged and scheduled within your target with the referring office told the date.

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This page Medical & dental practices Client intake services for small business

How does client intake work for medical & dental?

Your HIPAA-trained intake specialist works under a BAA in clinic hours from your practice management system and your intake platform: new patient calls and web inquiries are registered, forms are sent by portal link and chased until complete, insurance cards are captured and verified through Availity or the payer portal, referral paperwork is matched to the chart, and any required prior auth is started before the visit. Patients transferring from another practice have records requested with the right authorization. The day before the visit, the specialist confirms the file is complete and flags anything missing so the front desk is not filling forms at check-in. SS Support Network's healthcare desk supervises, with a trained backup and a team lead, and the daily report shows intakes completed and files still open.

What tasks does client intake cover for medical and dental practices?

  • Register new patients from calls and web inquiries with demographics and insurance
  • Send intake and history forms by portal link and chase until complete
  • Capture insurance cards and verify eligibility before the first visit
  • Log incoming referrals, schedule within your target and update the referring office
  • Start any required prior auth before the first visit
  • Request records from previous practices with the right authorization
  • Confirm the day before that every new patient file is complete
  • Report intakes completed and files still open daily

The KPI that matters here

New patient files complete the day before the visit and referrals scheduled within your target of receipt. Both are reported daily and reviewed weekly.

What rules does client intake follow for medical & dental?

  1. HIPAA and the BAA. Every healthcare engagement runs under a business associate agreement. Staff are HIPAA-trained before they touch a chart, access is limited to the minimum necessary for the task, and the HHS Office for Civil Rights rules on use, disclosure and breach notification are built into the playbook. No HIPAA certification exists, so we do not claim one; we describe what we do instead.
  2. Patient outreach under TCPA. Appointment reminders, recall calls and texts go out with patient consent captured at registration, inside calling hours, with do-not-call scrubbing for anything promotional, under the Telephone Consumer Protection Act enforced by the FCC and the HIPAA marketing rules.
  3. No clinical advice. Assistants schedule, verify and coordinate. Symptoms, medication questions, results and refill requests are routed to your clinical team by the triage protocol your provider signs off, in line with state medical and dental board rules on unlicensed staff.
  4. Right of access timelines. Records requests are logged on receipt and processed inside the 30-day HIPAA right-of-access window, with state rules applied where they are shorter, and identity verified before anything is released.

Medical & dental software we work in

Also in use

  • Availity
  • Weave

See all 80 tools we work in

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Frequently asked questions

What does new patient intake include?

Demographics and guarantor, insurance from the card image with eligibility verified, consents and privacy notice acknowledgment, medical or dental history forms, medication and allergy lists entered where your system allows non-clinical staff to enter them, pharmacy, emergency contact, referral source and referring provider, records requests from previous practices, and any prior auth started. The file is checked against a checklist the day before the visit and gaps flagged.

How do you handle incoming referrals?

Each referral is logged on receipt with the referring provider, reason and urgency, the patient is contacted to register and schedule within your target, missing documents are requested from the referring office, and the referring office is told the appointment date. Referrals that cannot be reached after your set number of attempts are reported back to the referrer. The referral log shows received-to-scheduled time for every case.

Can intake collect medical history?

The specialist sends your history forms and confirms they are complete, and enters non-clinical fields into the chart. Clinical review of history, medications and allergies stays with your clinical team, and any answer that suggests urgency, such as chest pain or a severe allergy, is flagged to the clinical inbox before the visit by your protocol. The specialist never interprets or advises on what a patient reports.

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