Custom Patient Onboarding Solutions
We design and develop tailored digital onboarding experiences — helping you engage patients, streamline intake, and optimize care delivery from the very first interaction.
Why Custom Patient Onboarding Matters
No two healthcare providers are alike — and neither should their patient onboarding process be.
Cabot works with hospitals, clinics, and telehealth providers to develop fully customized onboarding solutions that match your workflows, integrate with your systems, and support real-world healthcare needs.
Our systems are designed to accommodate patient scenarios like transfers from other hospitals, existing EHR records, medication reconciliation, lab result imports, and ensuring the completeness of the patient record — so your care teams always start with accurate, trusted information.
Common Onboarding Challenges We Help Solve
Salesforce integration addresses key healthcare challenges by unifying patient data, streamlining communication, automating billing, and ensuring regulatory compliance. By connecting disparate systems, it enhances care coordination, improves patient engagement, accelerates reimbursements, and delivers a seamless, personalized patient experience.
Cumbersome Paper-Based Intake
Paper-based registration slows down intake, creates opportunities for data entry errors, and can make a poor first impression on patients.
At Cabot, we develop secure digital intake solutions that allow healthcare organizations to replace manual paperwork with mobile-friendly, HIPAA-compliant forms — improving accuracy and reducing administrative burden.
Time-Consuming Manual Processe
Front desk staff often face bottlenecks due to manual data handling, slowing down check-ins and impacting operational efficiency.
Our team designs customized onboarding workflows that automate intake steps, streamline pre-visit communications, and integrate with your EHR systems — helping healthcare facilities manage patient flow more effectively.
Salesforce Marketing Cloud automates reminders, personalized messaging, and appointment scheduling, improving patient engagement and reducing no-shows.
Compliance Risks
Handling protected health information (PHI) without proper security protocols can expose organizations to serious compliance violations.
Cabot builds patient onboarding platforms with security and compliance at the core — implementing best practices like encryption, role-based access, and audit logging to help healthcare organizations meet HIPAA and regulatory standards confidently.
Compliance and Security
Healthcare requires strict data security to comply with regulations like HIPAA.
Salesforce Shield ensures HIPAA-compliant data storage and secure access control, safeguarding patient data.
Patient Drop-Offs
An unclear or overly complex onboarding process often discourages patients from completing registration or attending scheduled visits.
By focusing on intuitive design, progressive data collection, and clear patient guidance, Cabot helps organizations create onboarding experiences that are easy to navigate — supporting higher patient engagement and lower abandonment rates.
Difficulties in Finding the Right Patient Record
Without a national unique patient ID, matching patients to the correct record remains a challenge — especially when handling transfers.
Our solutions incorporate configurable patient-matching logic and verification prompts, enabling safer onboarding for new and returning patients, whether they’re entering your system for the first time or transferring from another provider with existing EHR data.
Incomplete Clinical Information at Onboarding
Missing medication history, outdated allergies, or lack of lab data can delay or compromise treatment decisions.
We build onboarding flows that support structured data collection, request prior lab results when available, and reconcile current medications — ensuring the completeness of patient records from the start.
Ready to Build a Patient Onboarding Solution Designed Just for You?
Don't settle for one-size-fits-all software. Partner with Cabot to create a patient onboarding experience as unique as your organization.
Built Around Your Processes, Goals, and Systems
Custom Digital Forms
We design dynamic, specialty-specific intake forms that adapt to different patient types and visit reasons.
Cabot incorporates AI-driven conditional logic to guide patients through relevant questions, flag missing data, and reduce form fatigue — helping to ensure complete, structured information from the start.
Mobile-Responsive Design
Our interfaces are fully responsive, giving patients the flexibility to complete onboarding tasks from any device.
Whether on phone, tablet, or desktop, Cabot ensures a consistent experience — while AI-based form optimization helps detect and reduce friction in real-time.
EHR/EMR Integration
Cabot builds secure integrations with EHRs like Epic, Cerner, athenahealth, and more.
We ensure bi-directional data flow, auto-mapping of form fields to patient records, and support for HL7/FHIR standards — making your onboarding process both intelligent and interoperable.
Pre-Visit Patient Education Modules
Our solutions deliver education content based on patient profiles and care pathways.
We can integrate AI-based content recommendation engines to suggest the most relevant videos, instructions, or prep material — based on diagnosis, appointment type, or language preference.
HIPAA-Compliant Data Collection
Cabot develops every solution with privacy and compliance at its core.
From automated anomaly detection to secure data capture and storage, we embed AI-supported safeguards alongside encryption, audit logging, and role-based access — all within HIPAA and HITRUST guidelines.
Automated Reminders & Pre-Visit Checklists
Our systems include configurable reminders and checklists for patients and staff.
We also enable AI-assisted scheduling logic to personalize timing, reduce no-shows, and trigger alerts when key tasks (e.g., insurance uploads or consent forms) are incomplete.
Benefits of Choosing Cabot for Patient Onboarding Development
Accelerate Time-to-Treatment
Cabot’s customized onboarding solutions help patients complete intake remotely and efficiently, allowing clinical teams to focus on care delivery sooner.
Boost Patient Engagement and Satisfaction
By designing intuitive, accessible onboarding experiences, Cabot enables healthcare organizations to build trust and improve patient confidence from the very first interaction.
Reduce Administrative Burden and Costs
Our automated workflows minimize manual data entry, decrease errors, and free up staff time — leading to measurable operational savings.
Enhance Compliance and Security
Every solution we develop is built with HIPAA compliance and healthcare data security best practices in mind, protecting patient information and reducing legal risk.
Adapt to Your Unique Workflows
Unlike off-the-shelf platforms, Cabot creates onboarding processes that align closely with your internal operations, clinical pathways, and patient communication strategies.
Healthcare Technology Experts You Can Trust
15+ Years Building Custom Healthcare IT Solutions
Experts in HIPAA, HITRUST, GDPR Compliance
Deep Integration Experience (Epic, Cerner, athenahealth, etc.)
Agile Development Tailored to Healthcare Needs
End-to-End Support — From Planning to Launch and Beyond
Start Building a Better Patient Experience Today
Take the first step toward faster, smarter, patient-centered care with a solution crafted just for you.
Challenges in Traditional Healthcare Recruitment
Difficulty Finding Qualified Specialists
Cabot leverages AI-powered talent-matching solutions that automatically screen and rank candidates based on skills, certifications, and availability. This helps healthcare organizations quickly identify the right clinical talent despite shortages and rising competition.
Lengthy Hiring Timelines
We build automated recruitment workflows that reduce time-to-hire by streamlining job postings, interview scheduling, document collection, and approvals—all within a unified platform designed for healthcare operations.
Compliance and Credentialing Gaps
Cabot integrates real-time credential verification systems that connect with licensing databases, ensuring all required certifications are valid and up to date—minimizing compliance risks during hiring and onboarding.
Disconnected Hiring Processes
Our custom recruitment platforms bring HR, clinical leaders, and credentialing staff onto a centralized dashboard—improving visibility, communication, and collaboration across teams for faster, more coordinated hiring.
High Early Turnover Rates
Cabot enhances candidate-job alignment through intelligent profiling and behavioral matching tools. This ensures the right cultural and professional fit, reducing early resignations and increasing staff retention.
Frequently Asked Questions
Our onboarding solutions are fully customized based on your workflows, specialties, and compliance requirements. We tailor everything — from intake forms and pre-visit education to insurance verification and EHR/EMR integration — ensuring a seamless fit with your operations and patient needs.
Yes. We have extensive experience integrating onboarding solutions with leading healthcare systems like Epic, Cerner, athenahealth, Allscripts, and more. We ensure that patient data flows securely and efficiently between the onboarding system and your existing records.
Absolutely. Every solution we develop follows HIPAA, HITRUST, and healthcare data privacy best practices. We implement end-to-end encryption, secure hosting, and strict access controls to safeguard patient information at all stages.
Timelines vary depending on the complexity and specific customizations needed. On average, a typical patient onboarding solution can be developed and deployed within 8–16 weeks, including discovery, design, development, testing, and implementation.
Yes, we can develop multilingual onboarding experiences. Whether you need English-Spanish bilingual support or additional languages, we ensure that forms, educational materials, and interfaces are accessible and inclusive for all patients.
Yes, absolutely. We create specialty-specific workflows — for example, cardiology patients can receive different forms and educational content compared to pediatrics or mental health patients. This ensures a more relevant and efficient onboarding experience for every patient group.
