Solution
New patient intake handled on the first call automatically.
When a new patient or client calls for the first time, Leap gathers their name, contact information, insurance, and reason for visit during the call. Your staff skip the intake call and start with a complete record.
New patient intake is the process of collecting a first-time caller's essential information before their appointment: name, date of birth, contact details, insurance, and reason for visit. Leap handles this over the phone during the first call, capturing every field your practice needs and logging a structured summary for your front desk. Setup takes about five minutes.
First call. Leap captures new patient details during the first call, so your staff never need to make a separate intake call.
Structured record. Each new patient's information is logged in a structured summary your front desk can act on immediately.
24/7. New patients can call and complete intake any hour, including evenings and weekends, without a staff member present.
5 min. New patient intake questions are configured in about five minutes from your Leap dashboard.
Every field captured. Name, contact, date of birth, insurance carrier, and reason for visit are all collected before the call ends.
What is new patient intake and why does it happen over the phone?
New patient intake is the collection of a new patient or client's basic information before their first appointment. In healthcare and wellness practices, this typically includes name, date of birth, contact information, insurance details, and reason for visit.
Most practices conduct intake over the phone because patients call to book their first appointment. The same call that books the visit can collect the intake information, but only if someone is available to ask the right questions. Leap does this on every new patient call, any hour.
Why is manual new patient intake a drain on practices?
A standard new patient intake call takes five to eight minutes of front desk time. Multiply that by a dozen new patients per week and you have an hour of staff time spent gathering information that could be collected automatically.
Beyond time, manual intake introduces errors. Information captured while a staff member is also checking someone in at the front desk or answering another line tends to be incomplete. Leap focuses entirely on the intake call and captures every field.
Staff time reclaimed
Leap handles the intake call so your front desk can focus on patients who are already in the office.
Complete records every time
Leap follows your intake checklist on every call, capturing every field, not just the ones the caller volunteers.
Evening and weekend intake possible
A new patient who calls Sunday night completes intake without waiting until Monday morning for a staff member.
Insurance details captured accurately
Leap asks for insurance carrier, member ID, and group number, and logs the exact answers the caller gives.
How Leap runs a new patient intake call
A first-time caller rings your practice number. Leap identifies them as a new patient, books the appointment if they want one, and works through your intake checklist: name, date of birth, contact information, insurance details, reason for visit, and any other fields you define.
When the call ends, a structured intake record arrives in your inbox. Your front desk has everything they need before the patient walks in.
How it works
- 01
Define your intake fields.
Enter the information you need from every new patient. Leap will collect these on every first-time caller call.
- 02
Leap runs the intake.
New callers are greeted, booked if they want an appointment, and walked through your intake checklist in one natural conversation.
- 03
You get the structured record.
A complete intake summary lands in your inbox after the call. Your front desk is ready before the patient arrives.
Frequently asked questions
What information can Leap collect during a new patient intake call?
Name, date of birth, contact information, insurance carrier and ID, reason for visit, and any other fields you define. Leap follows your checklist on every call.
Can Leap book the appointment and do the intake in the same call?
Yes. Leap handles booking and intake together. The caller ends the call with a confirmed appointment and your practice has their intake record.
Is the intake information stored securely?
Intake records are logged in your Leap inbox. Your practice is responsible for transferring that data into your EHR or practice management system per your data policies.
Can Leap do intake for returning patients differently than new ones?
Yes. You can set rules so Leap identifies new versus returning callers and applies the appropriate flow to each.
What if a caller does not have their insurance information handy?
Leap captures what the caller can provide and notes what is missing. Your front desk can collect the remaining details when the patient arrives.
Does Leap handle after-hours new patient calls?
Yes. A new patient who calls at 9pm can complete intake and book an appointment without a staff member being present.
Can Leap explain what the intake questions are for?
Yes. Leap answers follow-up questions about why it is asking for specific information, the same way a knowledgeable front desk employee would.
Do I need to change my phone number?
No. You forward your existing practice number to Leap. Patients always dial the number they already know.
How much does new patient intake cost?
New patient intake is included in Leap's founding rate of $149 a month, covering the first 100 calls, then $0.99 per additional call.
What practices benefit most from phone intake automation?
Dental offices, medical spas, chiropractors, physical therapy clinics, mental health practices, and optometrists all run structured intake for new patients. Any practice with a first-visit information requirement benefits from automating that call.
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