Automated Patient Intake
70%
of healthcare agencies still manage their patient intake process manually
60%
of patients who don't receive a response after an inquiry choose a different provider
80%
of administrative time in healthcare agencies is spent on tasks that can be automated
3x
more patients complete the intake process when it is guided and automated from start to finish
See a short demo below
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What is Automated Patient Intake?
Most healthcare agencies lose patients before they ever become patients. A family reaches out, someone means to follow up, life gets busy, and two days later that family has signed with another agency. The problem is not effort, it is the gap between inquiry and intake that nobody is managing. Our automated intake system closes that gap completely so no patient falls through the cracks.
Capture Every Inquiry Automatically
The moment a potential patient or family member reaches out your system goes to work. We build custom intake forms directly into your website and funnel pages that capture the information your agency needs from the very first interaction. No manual data entry. No missed details. Every inquiry lands organized and ready for your team to act on.
Guide Patients Through the Process Step by Step
Intake paperwork is one of the biggest drop off points for new patients. We build automated sequences that walk each patient through the process one step at a time sending reminders, answering common questions, and keeping them engaged until everything is complete. Your staff spends less time chasing paperwork and more time delivering care.
Confirm and Welcome Every Patient Instantly
First impressions matter in healthcare. The moment a patient submits their information they receive an automatic confirmation message and a warm welcome from your agency. This immediate response builds trust, sets expectations, and reassures families that they made the right choice before anyone on your team has even picked up the phone.
Connect Everything to Your Pipeline
Every patient that comes through your intake system is automatically added to your CRM pipeline with their full contact details, intake status, and conversation history. Your team has complete visibility into where every patient stands at every stage from first inquiry all the way through to their first appointment.
See it before you commit to anything.
No pressure. No obligation. Just a straight look at what we do and how we do it.
Getting started is simple...
Discovery Call (20 mins)
We learn about your agency, walk you through a live demo, and show you exactly what your new system will look like. Every question answered, no pressure.
We Handle Everything
(7-10 business days)
You fill out a simple onboarding form with your agency details. We build everything and handle all the technical setup from start to finish.
Launch Call (30 mins)
We walk your team through the finished system, make sure everything is dialed in, and show you how to use it day to day. That is by design.
Behind every automation is a healthcare agency
that's growing. Here's what they have to say.
We are just getting started. Here is what the healthcare agencies we have worked with have to say about Virtual Monarch.
Virtual Monarch has been a true partner in helping us grow Shore Home Care, our Regional Testing Center, and our Transportation company. They created a professional website that clearly showcases all our services and makes it easier for clients to connect with us. They also manage our social media platforms, helping us stay visible and engaged in the community. Their professionalism, creativity, and ongoing support have been invaluable. Highly recommend them to any small business or nonprofit looking to expand their online presence.
Received excellent service! If you are looking to have your business go to the next level I highly recommend Virtual Monarch.
Virtual Monarch supports GRM Health with social media management. Exceptionally good!
My project was well done including business cards, logo, and letterhead. I can recommend their professional work without hesitation.
We had an amazing experience working with Virtual Monarch. They restructured our business website and the team was responsive, professional, and easy to work with throughout the whole process. We are really happy with the results and would happily recommend their services. Thank you to the Virtual Monarch team.
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One-Click Marketing Campaigns
Referrals are 4x more likely to convert than cold leads
Referrals and returning patients are your most valuable source of business. Our pre-built marketing campaigns let you re-engage past patients, request referrals, and send health reminders with a single click. Everything is already written and designed.
Pre-built campaigns designed for healthcare agencies
Referral campaigns that encourage word-of-mouth growth
Re-engagement campaigns for inactive patients
Seasonal and health awareness campaigns ready to activate
All-In-One CRM and Pipeline
One organized system replaces 4 to 6 disconnected tools
Every lead, every patient, every conversation in one organized system. See exactly where your pipeline stands from your phone at any time and never lose track of a follow-up again.
Unified inbox consolidates messages from all channels
Visual pipeline shows where every lead stands
Task management and follow-up reminders built in
Accessible from desktop and mobile
Grow Your Business By Growing Your Online Reputation
More Reviews, More Traffic, More Conversions