Deliver Digital Intake Forms Before the First Visit
Paper clipboards slow down new-patient days. Chatref guides patients to your digital intake form and sends a 24-hour nudge so they arrive prepared.
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Why it matters
The problem this solves.
The clipboard problem
New patients who fill out paper forms in the waiting room add 10–15 minutes to the front desk check-in process. That ripples into
Why forms don't get completed online
The digital form link is buried in a confirmation email, patients miss it, and by the time they arrive the clipboard is back. The
Chatref closes the gap
When a new patient interacts with your site widget, Chatref walks them through your intake steps, delivers the form link, and
The Chatref solution
New-patient onboarding flow built into your website widget.
Chatref identifies new-patient questions and walks the patient through your intake process in chat. It delivers your digital form link and sends a reminder nudge 24 hours before the appointment — so paperwork is done before they walk in.
Real questions
What Chatref answers here.
What should I bring to my first visit?
How do I fill out new patient forms?
Do I need to complete paperwork before I arrive?
Can I fill out forms online?
How long does a new patient appointment take?
What happens at my first cleaning?
Loved by support teams
Practices where new patients arrive prepared.
The clipboard is nearly gone. Chatref delivers the form and follows up so patients complete it before they arrive.
New patients arrive with their intake forms complete. The waiting room clipboard is almost gone.
The 24-hour nudge is what made the difference. Patients forget. The reminder doesn't.
Our check-in process is noticeably faster. Less time at the front desk, more time in the chair.
of patient questions answered before they reach the front desk
We used to email the form link and hope. Chatref delivers it in the conversation and nudges them the day before.
Does Chatref work with our existing digital intake form provider?
Yes. Chatref delivers a link to your existing digital form — whether that's a PDF, a form on your website, or a provider like Intiveo or Yapi. No new form system required.
How does the 24-hour nudge work?
When a patient provides their contact details during the chat, Chatref schedules an automated follow-up message reminding them to complete the form before their visit.
What if a patient has questions about the form itself?
Chatref can answer common questions about what information is needed and why. For questions requiring clinical context, it escalates to your shared inbox.
Can it handle returning patients differently from new patients?
Yes. You can configure Chatref to recognise new-patient signals in the conversation and route them through the onboarding flow while returning patients get a different response path.
What completion rate can we expect?
Practices using Chatref for intake onboarding report 85–92% completion before the appointment. Results depend on your patient mix and how well your form link is configured.
End the clipboard. Start every new-patient day on time.
Chatref walks patients through intake in chat and nudges them to finish. Arrive prepared — every time.
Part of Chatref for Dental Practices · Healthcare hub · pricing.