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New Patient Intake to Pre-Visit Briefing

Example prompt: "When a new patient submits our Typeform intake form, validate the answers, add them to our 'Patients' Google Sheet, and build a one-page pre-visit briefing in Google Docs the clinician can read on the way in."

The Problem

The intake form fills up the inbox on Friday afternoon. On Tuesday morning the new patient turns up, the clinician has not seen the form, reception is hunting for the file, and the first five minutes of the appointment are spent on the things the form was supposed to capture. The clinician would happily read a one-page briefing on the way in — nobody has the time to write one for every new patient by hand.

How GloriaMundo Solves It

We build a workflow on the Typeform new-patient submission. An LLM step validates the answers — required fields, consent boxes — and either drafts a polite chase to the patient or moves on. A conditional step checks the practice Google Sheet for a duplicate by email or phone before creating a new patient row. If the patient is new, the workflow generates a one-page pre-visit briefing as a Google Doc — the reason for visit in the patient's own words, a structured summary of medical history, medications and allergies in bold, and any access notes — and drafts the clinician a heads-up email with the briefing linked. Reception gets a one-liner in Slack with everything tied together. Glass Box preview shows the validation result, the duplicate check, the briefing, and the two drafts before anything saves.

Example Workflow Steps

  1. Trigger (integration): A new patient submits the Typeform intake form.
  2. Step 1 (llm + conditional): Validate that every required field is present and every consent box is ticked. If anything is missing, draft a polite chase email and post 'Intake incomplete' in Slack — do not create a record.
  3. Step 2 (integration + conditional): Look up the patient in the 'Patients' tab of the practice Google Sheet by email or phone. If found, update the row and post 'Existing patient updated'; if not, append a new row with a new sequential patient code.
  4. Step 3 (llm): Generate a one-page pre-visit briefing — first name, pronouns, age, reason for visit, structured medical-history summary, medications and allergies in bold, focus asks, access notes.
  5. Step 4 (integration): Save the briefing as a Google Doc in the 'Pre-Visit Briefings' folder in Drive.
  6. Step 5 (integration): Draft a Gmail to the named clinician with the briefing linked, and a separate welcome Gmail to the patient confirming the booking and what to bring — both left as drafts.
  7. Step 6 (integration): Post a one-liner in #front-desk Slack with the patient first name, the clinician, the appointment date, and links to both drafts and the briefing.

Integrations Used

  • Typeform — the patient-facing intake form on the practice website
  • Google Sheets — the 'Patients' tab where new and updated records live
  • Google Docs — the one-page pre-visit briefing for the clinician
  • Google Drive — the 'Pre-Visit Briefings' folder where briefings are saved
  • Gmail — the clinician heads-up draft, the patient welcome draft, and any chase for missing intake fields
  • Slack — #front-desk for the one-line summary tying everything together

Who This Is For

Private clinics — physio, dental, mental health, vet, aesthetics, private GP — taking new patients through a website intake form and running on a Google Workspace or Microsoft 365 stack with a shared patient sheet. Particularly useful for practices where the new-patient consult is 30-60 minutes and the clinician currently reads the form for the first time in the chair. The briefing is admin, not a clinical record — the clinician still works from the original source documents and makes the clinical call themselves.

Time & Cost Saved

Reception typically spends 10-15 minutes per new patient cross-checking the intake, creating the record, and printing or emailing the form to the clinician. The clinician then spends the first 5-10 minutes of the appointment getting up to speed on what the form already said. This workflow turns that into a 30-second read on the way in and saves reception most of an hour a week on a practice taking five new patients. The bigger win is the consult — the first five minutes are now about the patient's reason for visit, not about reading the form together.