Bayside Family Medicine Cuts Check-In Time by 70% with Digital Intake
How a four-provider family medicine practice eliminated paper forms and gave their front desk three hours back every day.
The Challenge
Bayside Family Medicine was drowning in paper intake forms. With four providers seeing a combined 60 to 80 patients per day, the front desk staff spent the first three hours of every morning printing, distributing, and manually entering form data into their system. Patients arrived 20 minutes early just to sit in the waiting room filling out clipboards, and illegible handwriting led to frequent data entry errors that required follow-up calls.
The paper-based process also created a bottleneck during peak hours. When multiple patients checked in at once, the front desk fell behind, wait times ballooned, and the entire schedule shifted. Staff felt stressed and overwhelmed, and patient satisfaction scores reflected it. The practice had tried scanning forms into PDFs, but that only moved the paper problem to a digital folder without solving the data entry issue.
Practice Manager Rachel D. knew the team needed a digital intake solution, but previous platforms she evaluated were built for large hospital systems with enterprise pricing and complex onboarding timelines that did not fit a four-provider clinic.
The Solution
The practice switched to Formisoft's digital intake platform and had their first form live within an hour. Using the AI Form Builder, Rachel recreated their existing new patient intake, medical history, and insurance verification forms in minutes. The system automatically generated the fields, conditional logic, and consent sections based on a simple description of what each form needed to collect.
Formisoft's automated reminders were configured to send patients a text message with their intake link 48 hours before their appointment, with a follow-up reminder 24 hours out. Patients completed forms on their phones or computers at home, and the data flowed directly into their patient records without any manual entry. Insurance card photos were captured through the form's file upload fields, eliminating the need for front desk scanning.
The practice also enabled Formisoft's pre-visit payment collection, allowing patients to pay their copay during the intake process. Within two weeks, the majority of patients were arriving with their paperwork and payment already completed. The front desk team shifted from data entry to greeting patients and managing the schedule, and the waiting room became noticeably calmer.
The Results
“We switched from paper forms and honestly I was nervous about the transition. Took us about an hour to set up our first intake form. Patients started completing it on their phones that same week. Front desk has been noticeably calmer since.”
Rachel D.
Practice Manager, Bayside Family Medicine
Formisoft features used
More customer stories
Clear Day Dermatology
How a two-provider dermatology clinic found the right-sized platform and cut software costs by 60% while improving patient onboarding.
Summit Physical Therapy
How a three-provider PT clinic stopped calling every new patient the day before their appointment and recovered 10 hours per week.
Ready to see results like these?
Start with a free trial. No credit card required. Set up your first form in minutes.