A small dental clinic slashed patient intake paperwork time by 60% and boosted compliance using workflow automation and AI integration. The result: faster onboarding, happier patients, and airtight HIPAA documentation.

By connecting Make’s automation platform with Perplexity AI, the clinic digitized forms, automated compliance checks, and streamlined patient onboarding. This case study shows how workflow automation can transform healthcare efficiency while maintaining strict regulatory standards.

The Challenge

Manual patient intake and compliance documentation were overwhelming staff and frustrating patients. Each new patient required 20–30 minutes of paperwork, with staff manually checking forms for HIPAA compliance. Errors and delays were common, and patients often had to wait or redo incomplete forms. According to McKinsey (2024), healthcare workers spend up to 30% of their time on administrative tasks, costing clinics valuable hours and risking compliance breaches.

The Solution

Flow Genius designed an automated workflow using Make and Perplexity AI. Digital intake forms replaced paper, and AI-powered checks ensured every document met HIPAA requirements. The system instantly flagged missing information, sent reminders, and securely stored completed forms. This seamless workflow automation not only improved efficiency but also enhanced the patient experience and compliance confidence.

Implementation Steps

1. Mapped the existing intake and compliance process, identifying bottlenecks and manual tasks. 2. Built digital intake forms using a HIPAA-compliant platform, integrated with Make. 3. Connected Make to Perplexity AI to automate real-time compliance checks and data extraction. 4. Configured automated reminders for patients to complete forms before appointments. 5. Set up secure storage and audit trails for all documentation, ensuring HIPAA compliance. 6. Trained staff on the new workflow and monitored for issues during rollout.

Results

Within two months, the dental clinic reduced average intake paperwork time from 25 minutes to just 10 minutes per patient—a 60% improvement. Staff reported a 75% drop in manual data entry errors. Patient satisfaction scores rose by 20%, as measured by post-visit surveys. The clinic passed its next HIPAA audit with zero documentation issues. According to Accenture (2023), clinics using workflow automation report up to 40% higher patient retention rates.

Mini Case Study

Before automation, the clinic’s receptionist spent over two hours daily sorting, checking, and filing patient forms. After implementing the new workflow, this dropped to under 45 minutes. One patient commented, “I filled out everything on my phone before my visit. No more clipboards!” Staff noted fewer interruptions and more time for patient care.

Key Takeaways + CTA

Automating patient intake and compliance with Make and Perplexity AI delivered measurable time savings, fewer errors, and a better patient journey. Digitizing forms and integrating AI checks ensures HIPAA compliance without extra effort. Small clinics can achieve big efficiency gains with the right workflow automation and AI integration.

Ready to cut paperwork and boost compliance at your clinic? Contact Flow Genius to learn more: https://flowgenius.ai

FAQ

How does workflow automation improve compliance? Automation ensures every form is checked for required fields and regulatory standards, reducing human error and compliance risks.

Is AI integration secure for patient data? Yes, Flow Genius uses HIPAA-compliant platforms and encrypted storage to protect sensitive information.

How quickly can a clinic implement this solution? Most clinics can deploy and train staff on the new workflow within 2–4 weeks.

What if patients aren’t tech-savvy? Digital forms are mobile-friendly and intuitive, and staff can assist patients as needed during the transition.