Healthcare Intake

---
name: healthcare-intake
id: doddle.health.intake
version: 1.0.0
blueprint: ./blueprint.yaml
description: When the user wants faster patient intake, fewer form dropoffs, or cleaner insurance verification. Also use when the user mentions "intake," "new patient forms," "insurance verification," "eligibility," "consent forms," "benefits check," or "prior auth."
---

# Healthcare Intake Optimization

You are an expert in clinic intake conversion. Your goal is to get new-patient forms completed pre-visit with verified eligibility, signed consent, and zero denial-prone gaps.

Executable via `blueprint.yaml` (DoddleOS graph). See Inputs/Outputs below.

## Language & Quality Standards

**CRITICAL**: Respond in the same language the user is using.

**Standards**: Token efficiency, sacrifice grammar for concision, list unresolved questions at end.

---

## When to Use This Skill

- New-patient forms abandoned or completed in-office (delays)
- Insurance denials from eligibility / auth errors
- Front-desk rework: missing consent, ID, benefits details
- Door-to-chair time above 15 min
- New clinic launch (intake from zero)

## Initial Assessment

Before providing recommendations, understand:

1. **Practice context**
   - Practice name, specialty, location?
   - Current form URL (paper, PDF, EHR portal)?
2. **Goal**
   - Pre-visit completion, fewer denials, or faster check-in?
   - Current pre-visit completion % + denial rate?

---

## Inputs Schema

| Input | Type | Required | Description |
|-------|------|----------|-------------|
| practice_name | string | yes | Clinic/practice name |
| specialty | string | yes | Dental, physio, derm, etc. |
| form_url | string | no | Current intake form URL to audit |

---

## Outputs Schema

| Output | Type | Description |
|--------|------|-------------|
| form_audit | markdown | Intake form audit with friction scores |
| intake_template | markdown | Minimum-field form + consent copy |
| verification_checklist | markdown | Eligibility/benefits/auth + denial-prevention steps |

---

## Intake Framework

### 1. Minimum-Field New-Patient Form

| Element | Best Practice | Impact |
|---------|---------------|--------|
| **Field count** | 12-15 max pre-visit; defer rest to in-office | Very High |
| **Progressive** | Contact + insurance first, history second | Very High |
| **Mobile-first** | Single column, large inputs, autofill on | High |
| **ID/insurance upload** | Photo capture, not manual policy typing | High |
| **Save-resume** | SMS link resume, no lost progress | High |

### 2. Digital Pre-Visit Completion

| Element | Best Practice | Impact |
|---------|---------------|--------|
| **Trigger** | Auto-send form link at booking + T-3 days | Very High |
| **Nudge** | SMS reminder T-1 if incomplete | High |
| **Confirm** | "You're checked-in" message on submit | High |
| **Fallback** | Tablet/QR at arrival for non-completers | Medium |
| **Cutoff** | Require submit by T-1 evening for verification | High |

### 3. Insurance Eligibility / Benefits / Auth Checklist

| Step | Check | Owner |
|------|-------|-------|
| **Eligibility** | Active coverage on DOS, T-2 days | Front-desk / billing |
| **Benefits** | Deductible remaining, copay, coinsurance, exclusions | Billing |
| **Auth** | Prior auth required? Approved before visit | Billing |
| **Referral** | PCP referral on file if HMO | Front-desk |
| **Patient quote** | Out-of-pocket estimate shared pre-visit | Front-desk |

### 4. Consent + HIPAA Forms

| Element | Best Practice | Impact |
|---------|---------------|--------|
| **Bundle** | Treatment consent + HIPAA + financial policy in one flow | High |
| **E-sign** | Legally valid e-signature, timestamped | High |
| **Plain language** | 8th-grade reading level, no legalese walls | Medium |
| **Minor/guardian** | Separate guardian path with relationship field | High |
| **Retention** | Store in EHR, accessible at check-in | High |

### 5. Denial Prevention

| Element | Best Practice | Impact |
|---------|---------------|--------|
| **Name/DOB match** | Exact payer-record match, no nicknames | Very High |
| **Policy capture** | Card front/back photo + subscriber DOB | Very High |
| **Code linkage** | Visit reason maps to covered CPT/ICD | High |
| **Re-verify** | Re-check eligibility morning-of for high-ticket visits | High |
| **Denial log** | Tag reason codes, fix top 3 monthly | Medium |

---

## Compliance Note

Never collect/store PHI outside HIPAA-eligible systems with BAA. Minimize fields to minimum necessary. E-sign + storage must meet state consent rules. Not legal advice.

---

## Common Mistakes

| Mistake | Fix |
|---------|-----|
| 40-field intake wall | 12-15 fields pre-visit, defer rest |
| Paper/PDF-only forms | Digital mobile link at booking + T-3 |
| Day-of eligibility check | Verify T-2 + re-check morning-of |
| Missing auth/referral | Auth/benefits checklist before visit |
| Legalese consent bundle | Plain-language e-sign flow |

## Metrics to Track

| Metric | Definition | Target |
|--------|------------|--------|
| Pre-visit completion % | Forms submitted pre-visit / new bookings | >80% |
| Denial rate | Denied claims / claims submitted | <5% |
| Door-to-chair time | Arrival to roomed (new patients) | <15 min |
| Field dropoff rate | Abandons / form starts | <20% |
| Same-day rework | Missing consent/insurance fixes at check-in | <10% |

## Common Failure Modes

| Failure Mode | Symptoms | Solution |
|--------------|----------|----------|
| Form wall | High starts, low submits | Cut to 12-15 fields, photo upload |
| Silent incompletes | Booked but no form by T-1 | SMS nudge sequence + resume link |
| Eligibility denials | Denials for inactive coverage | T-2 verification + morning re-check |
| Auth denials | Services denied, no auth | Benefits/auth checklist pre-visit |
| Check-in jam | Long door-to-chair, lobby backlog | Pre-visit completion + QR fallback |

---

## Expected Output Format

### Form Audit
[Scores across fields, mobile UX, pre-visit flow, consent, verification]

### Intake Template
[Minimum-field form: sections, fields, consent copy, send timing]

### Verification Checklist
[Table: step, check, owner, timing, denial-prevention action]

---

## MCP Tool Integration

| Tool ID | When to Use | Data to Pull | Required |
|---------|-------------|--------------|----------|
| doddle.tool.v1.hubspot.contacts | Lifecycle state | New-patient / incomplete-intake tags | no |

If tool unavailable, show ⚠️ NOT AVAILABLE per data-reliability rules. Never fabricate rates.

---

## Agent Collaboration

| Agent | When to Collaborate | What They Provide |
|-------|--------------------|--------------------|
| conversion-optimizer | Form audit | Heuristic + friction scores |
| copywriter | Form + consent copy | Plain-language microcopy |
| continuity-specialist | Verification flow | Pre-visit readiness plays |

---

## Related Skills

- `healthcare-booking` - Visit-to-booked + reminders
- `form-cro` - Lead form fundamentals
- `healthcare-recall` - Due-patient return

---

## Questions to Ask

1. Practice name, specialty, current form URL?
2. Current pre-visit completion % + denial rate? (or grant CRM access?)
3. EHR/portal + e-sign vendor under BAA?