Online prescription and insurance teams re-type intake data into the CRM. We connect the two, starting with a free checklist.
Intake software and a healthcare CRM should share one record.
We connect patient intake forms and insurance enrollment portals to your healthcare CRM, so one contact record is created once and stays current. The first step is a free readiness checklist you fill in alone.
Page updated October 19, 2026.
How does patient intake software connect to a healthcare CRM?
The intake form sends each submission to the CRM through its API or a webhook, where every field is mapped to a CRM field. The person ends up with one record, created once.
Before anything is saved, the form checks required fields, so the CRM does not fill up with half-finished entries. Dropdown values on the form are matched to the values the CRM expects, so a choice made on the form is the same choice in the CRM.
If your form collects consent, we map each consent answer to its own CRM field exactly as your form states it. We do not write consent wording or legal text.
We build and test this in a test environment with test records first. Real data comes into the picture only after you have seen the mapping work.
One example order, followed from the form to the follow-up email, is on the telehealth workflow automation page.
How do you keep one contact per patient or client?
We match each new submission to an existing record on a stable key, usually the email address, and update that record instead of creating a new one.
Edge cases are settled with you in writing before the build: a shared family email, a typo in an address, a person who changes email. Each case gets a rule your team has agreed to.
Duplicates that already exist in your CRM are listed for your team to review. We do not merge records silently.
How can an insurance agency CRM sync an enrollment portal?
If the portal offers an API, an export or a scheduled file, we can load it into the CRM nightly or when an event happens, matching each row to an existing contact.
What is possible depends on what the portal exposes, and we say so plainly on the call. We do not scrape a portal in a way its terms forbid.
Each sync run is logged, and a failed run raises an alert to your team, so a missing night of data is noticed the same day.
What do we need from your vendors?
API access and a test environment for each system we connect, plus one named person on your side who can approve changes.
- API credentials limited to what the integration needs, created by you in your own account once we have signed your NDA.
- A sandbox or test account for the CRM, the pharmacy or the carrier system.
- The vendor's API documentation and any rate limits.
- The answer, in writing, to whether a BAA is needed for your setup. See the HIPAA CRM checklist.
- If the record also goes to an EHR, the EHR vendor's API terms. The EHR integration guide lists what to ask.
How do we start?
With the free readiness checklist. Then, if it helps, a 30-minute call that you book yourself in a free slot.
Get the integration-readiness checklistOr book a 30-minute callor write to [email protected]