Solution
New patient intake that starts on the first call.
When a new patient calls, Leap answers questions from your approved facts, collects the details your front desk needs, and leaves a complete request. Your team confirms the visit and moves the details into your own system.
New patient intake is collecting a first-time caller's basic details before their visit. Leap does the phone part: it answers questions about your practice, collects the fields you turn on, such as name, date of birth, reason and preferred time, and leaves a request your front desk confirms and enters into your practice system.
Your fields. Turn on and order the details Leap collects: name, date of birth, reason, preferred time, callback number, address and email.
Read back once. A date of birth is read back to the caller once and is left out of text and email notifications.
Request, not a guess. Leap tells the new patient your team will confirm a time; it does not book into practice-management software.
BAA. We sign a Business Associate Addendum with your practice, and your calls run on a separate protected setup where patient information only goes to vendors covered for HIPAA. Ask us to turn it on.
Safe first. A caller describing a life-threatening emergency is told to call emergency services now. Leap leaves diagnosis to your clinicians.
What does a new patient call need to capture?
Enough for the front desk to call back with a time and pull up the right forms: who the patient is, how to reach them, why they are coming in, and when they can come. Many practices also need to know who referred them or which insurance they have, which can be added to the instructions you give the receptionist.
New patients also ask questions before they commit: do you take my insurance, are you accepting new patients, where do I park, how long is the first visit. Leap answers those from the facts you approved and does not guess at anything missing.
How does Leap run the intake part of the call?
It asks for one missing detail at a time, in the order you set, and does not re-ask anything already answered. It uses the caller ID as the callback number unless your rules say to ask. Dates of birth are read back once to confirm.
At the end it recaps the request and tells the caller your team will confirm a time. Your team sees it in the Requests inbox.
Built-in fields
Name, date of birth, reason, preferred time, callback number, address and email; turn on the ones you use.
Practice questions
Insurance accepted, new-patient availability, first-visit length and parking, from your approved facts.
Unknown answers saved
A question Leap could not answer is saved so you can answer it once for future callers.
Front desk confirms
Your team confirms the visit and enters the patient in your practice system.
How is patient information protected?
We sign a Business Associate Addendum with your practice so patient information only goes to vendors covered for HIPAA. Your practice is responsible for transferring that data into your EHR or practice management system per your data policies.
On that protected setup, text and email notifications carry no patient details: the text is a sign-in link to review the call in Leap.
How it works
- 01
Choose your intake fields.
Turn on the details your front desk needs and set the order Leap asks them in.
- 02
Leap takes the new patient call.
It answers practice questions and collects the details, then tells the caller your team will confirm.
- 03
Your front desk confirms.
Work the request from the Requests inbox and enter the patient in your own system.
Frequently asked questions
What details can Leap collect from a new patient?
Name, date of birth, reason for the visit, preferred time, callback number, address and email. You turn on the ones you want and set the order.
Does Leap book into Dentrix, Open Dental or my EHR?
No. Leap does not connect to practice-management systems or EHRs. It leaves a complete request, and your front desk confirms the time and enters the patient.
Is the intake information stored securely?
Intake records stay in your Leap inbox, and we sign a Business Associate Addendum with your practice so patient information only goes to vendors covered for HIPAA. Your practice is responsible for transferring that data into your EHR or practice management system per your data policies.
What will the new patient hear at the end of the call?
A short recap, and that your team will confirm a time with them.
Can Leap answer 'do you take my insurance?'
Yes, from the list of plans you approved. If a plan is not on your list, Leap says it does not know and saves the question.
What if a caller describes symptoms?
Leap does not diagnose or triage. For a life-threatening situation it tells the caller to call emergency services now. For urgent but not life-threatening calls, it gives the contact you approved and marks the request urgent.
Does a date of birth show up in text alerts?
No. A date of birth is read back once on the call and is left out of notifications.
Which practices use phone intake most?
Dental and orthodontic offices, chiropractors, physical therapy, optometry and mental health practices, where new patients usually call before they book.
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