AI-POWERED PATIENT INTAKE

Automate Patient Intake with AI

From first inquiry to qualified lead — without manual effort. Flowmatix AI screens patients, collects photos and documents, and delivers structured data to your team via WhatsApp.

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Instant patient screening

Photo & document collection

Structured lead qualification

24/7 automated responses

Your team is drowning in repetitive screening

Every new patient inquiry starts the same way: What treatment are you interested in? Do you have photos? What's your budget? Staff repeat these questions hundreds of times a month — while patients wait hours or days for a first reply.

Staff spend hours on repetitive screening questions
Patients wait too long and move on to competitors
Unstructured WhatsApp messages create data chaos
No consistent qualification criteria applied

What modern patients expect

Instant acknowledgment, a guided intake flow, and clear next steps — all inside WhatsApp, the channel they already use daily.

First responseSeconds

ScreeningAutomated

Photo collectionGuided

Data deliveryStructured

How AI intake works

Five steps from first message to qualified lead — fully automated.

Patient messages your clinic

A new inquiry arrives on WhatsApp. Flowmatix responds instantly with a professional greeting and starts the intake flow.

AI greets & qualifies

The AI identifies the treatment interest, asks screening questions, and checks against your clinic's qualification criteria.

Collects photos & documents

Patients are guided to send before-photos, medical documents, or other files. Everything is captured and attached to the patient record automatically.

Structures the data

All collected information is organized into a clean, structured patient profile: contact details, treatment interest, medical history, photos, budget, and availability.

Routes to your team

Qualified leads are delivered to your Command Center, CRM, or email — with a full summary. Your team only handles patients who are ready for the next step.

What gets collected

Every intake conversation captures structured data your team can act on immediately.

Medical History

Relevant conditions, allergies, medications, and previous treatments — captured through guided conversation.

Treatment Interest

Which procedure or service the patient is interested in, including specific expectations and goals.

Photos (Before Shots)

Patients are guided to send clear, correctly angled photos. Files are attached to the record automatically.

Budget Range

Understanding of the patient's budget expectations to qualify fit before your team invests consultation time.

Availability

Preferred dates, travel constraints, and scheduling flexibility — so your team can plan consultations efficiently.

Contact Details

Full name, phone, email, location, and preferred language — verified and structured from the conversation.

Before vs. after AI intake

See what changes when you automate the intake process.

Manual Intake

Hours to first response
Inconsistent screening questions
Photos lost in chat threads
No structured patient data
Staff overwhelmed with repetitive tasks
Leads lost outside business hours

AI Intake with Flowmatix

Response in seconds, 24/7
Consistent, configurable screening
Photos auto-attached to patient record
Clean, structured data for every lead
Staff focus on qualified consultations
Never miss a lead, any time of day

Who uses AI patient intake

Clinics with high inquiry volume and visual assessment workflows benefit the most.

Hair transplant clinics Dental clinics Aesthetic & cosmetic surgery Dermatology practices Ophthalmology (LASIK/PRK) Weight loss & bariatric clinics

FAQ

Common questions about AI-powered patient intake.

How accurate is the AI screening?

Flowmatix AI uses medically-informed conversation flows to qualify patients. It follows your clinic's exact screening criteria — treatment type, contraindications, budget, and timeline. Accuracy improves continuously as the system learns from your team's feedback and corrections.

Can we customize the intake questions?

Yes. Every intake flow is fully configurable. You define which questions are asked, in what order, and which responses trigger follow-ups or escalation. Your onboarding manager sets up the initial flow based on your existing screening process.

What file types can patients send?

Patients can send photos (JPG, PNG, WebP), PDFs, and documents directly through WhatsApp. Flowmatix processes and attaches them to the patient record automatically — no manual downloading or re-uploading required.

Does it work in multiple languages?

Yes. Flowmatix supports multilingual intake conversations. The AI detects the patient's language and responds accordingly. Currently supported: English, German, Turkish, Spanish, French, Italian, and Portuguese.

How does data get to our team?

Structured patient data is delivered to your team via the Flowmatix Command Center, email notifications, or direct integration with your CRM and clinic tools. Every inquiry arrives with a clean summary: contact details, treatment interest, photos, and qualification status.

Is patient data encrypted?

Yes. All data is encrypted in transit (TLS 1.3) and at rest. Hosting is on German/EU servers with full GDPR compliance. Patient consent is collected before any sensitive information is processed, and your clinic retains full control over data access and retention.

Ready to automate patient intake?

Book a demo and we'll map your screening flow to an AI-powered intake system.

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