Use case
Patient intake software that works over the phone.
New patient calls take the longest and tie up your desk. 2Care collects demographics, insurance details, and chief complaint conversationally, then writes a clean structured record into your EHR.
Get a demo
30 minutes, on your own call flows.
Why it matters
New-patient intake calls run 8 to 12 minutes each. 2Care handles them in full so your team starts every day with a clean schedule.
8–12 min
per new-patient intake call, removed
100%
written back as structured fields
What 2care handles
On the call, end to end.
Captured on the call
LiveWritten to the chart as structured fields
Why forms leave gaps
Completion is weakest exactly where records are thinnest.
Forms sent before a visit work well for organised, established patients. They work least well for first time and short notice arrivals, who are the ones whose charts are empty.
One month of new patients
Booked a first appointment
140
Sent an intake form
140
Returned it before arriving
61
The shortfall is absorbed by the front desk on the day, with a queue forming behind whoever is filling in a clipboard.
The whole record
From booking call to a chart that is ready.
Intake is finished when the fields are populated and verification can run. Step through a new patient and see where that normally breaks.
The one moment you reliably have them.
The call that creates the appointment is the only point where the patient is engaged, on the line and motivated. Everything after it depends on them choosing to come back.
Appointment agreed first
They get what they rang for before being asked for anything, which is what keeps them on the line.
Identity taken carefully
Name, date of birth and contact number, spelled out where a name is unusual rather than guessed.
Cover captured
Carrier and member identifier taken at the pace the caller can manage, not the pace that ends the call.
Reason recorded
Why they are coming, so the correct appointment length is chosen rather than defaulted.
What gets captured
Four fields that decide whether the visit runs cleanly.
01
Identity
Name, date of birth and contact number, spelled out where needed and confirmed back before anything is written.
02
Insurance
Carrier and member identifier taken at a pace the caller can manage, so verification can run ahead of the visit.
03
Reason for visit
Recorded so the appointment is the right length and the clinician is not discovering it in the room.
The difference
Two ways to collect intake, and what each costs.
Forms sent before the visit
2care, on the booking call
Completion
Weakest among new and short notice patients
Collected during the call that made the booking
Accuracy
Whatever the patient typed, unchecked
Read back and confirmed before it is committed
Where it lands
A document somebody transfers into the record
Structured fields on the patient record
Gaps
Found at the desk on the day
Flagged for your team ahead of the visit
Verification
Starts when the form comes back, if it does
Can start as soon as the call ends
Appointment length
Defaulted, then corrected on arrival
Chosen from the reason for visit given on the call
Straight answers
What buyers push back on.
Patients will not give details to an automated line.
Most already do, routinely, to insurers and pharmacies. What decides it is whether the call is short, whether the details are read back, and whether they end it with the appointment they rang for.
We already use digital forms and they work.
Then the useful question is what your completion rate looks like split by new against established patients, and how often the desk finishes one at check in. Where forms work, this covers the patients they do not reach.
A misheard member number is worse than no data.
It is, which is why nothing is committed without being confirmed back, and anything unclear is recorded as outstanding rather than written as a best guess.
See it work
Patient Intake, on a real call.
An after-hours call answered on the first ring, then booked, confirmed and written back while the practice is closed.
Evaluating intake
What buyers ask about intake.
It collects the demographic, insurance and visit reason information a practice needs before a patient is seen, and puts it into the record. Most products do this with a form sent ahead of the visit. 2care does it conversationally on the phone, during the call that books the appointment.
It is patient intake automation that happens on the phone. Most patient intake management solutions are digital patient intake forms sent ahead of the visit, which work well for the patients who fill them in. This covers the ones who do not, by collecting the same fields during the booking call.
A form only works if the patient fills it in, and the ones least likely to are exactly the first time and short notice arrivals. Capturing intake on the booking call reaches those patients, and the details are confirmed aloud before being committed.
As structured fields against the patient record, so demographics and insurance land where verification, billing and reporting already look. A free text note would leave somebody to retype it, which is the work this removes.
Details are read back to the patient for confirmation before they are written. Anything the patient cannot supply, or that stays unclear, is flagged as outstanding for your team rather than recorded as a guess.
Yes. Carrier and member ID are captured during the call so verification can run before the patient arrives, rather than in the minutes after they reach the desk.
Yes. The same capture runs on outbound reminder and recall calls, so a call you were making anyway can confirm and correct the contact and insurance details you already hold.
The major EHR and practice management systems, each with its own integration page describing how write back works there. Intake is written against the patient record rather than into a separate dashboard.
Yes. Intake is the most sensitive thing on this page, so the BAA is signed first and the demographic and insurance values written to the chart are logged individually, with the call they came from attached.
Built for regulated healthcare, in every market we operate in
HIPAA
United States
BAA available on request
GDPR
UK & Europe
DPA available, data hosted in the EU/UK
DPDP
India
Data residency in India
See it on your own calls. Book Demo.
30 minutes, on your own call flows. No commitment.
- 18 specialties covered
- ·Live in weeks, not months
- ·HIPAA, GDPR and DPDP