Patient opens a link before their appointment. Maya collects medical history, allergies, medications, and insurance details conversationally. The provider receives a structured intake package.
What patient intake still looks like without this bundle
Registration is one of the most time-consuming and error-prone parts of the care process. Done poorly, it feeds two expensive problems: patients who do not show up and claims that get denied over preventable data errors.
Clipboard Forms
Patients arrive and fill out paper forms in the waiting room. Handwriting is illegible, fields are skipped, allergies are missed. Staff re-enter everything into the system manually, introducing transcription errors that follow the patient through their entire visit.
Incomplete Medical History
Patients forget medications, approximate surgery dates, and leave chronic conditions off the list. Providers discover gaps mid-consultation, forcing them to pause care and track down missing information while the clock runs.
Insurance Verification Delays
Coverage details collected at the front desk are often outdated or entered incorrectly. Claims get denied weeks later. Staff spend hours on the phone with insurers correcting eligibility issues that should have been caught before the patient sat down.
No-Shows and Late Cancellations
Patients who never completed pre-visit steps are more likely to cancel or not show. The practice loses the appointment slot, the revenue, and the time already spent preparing. Automated reminders help, but they do not collect the intake that keeps patients engaged.
Pre-Built Workflow
What Maya does instead — before the patient arrives
This is not a digital form. Maya has a conversation with the patient on their phone, collects everything the provider needs, and delivers it as a structured intake package. The patient arrives with paperwork done.
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Pre-Visit Link SentPatient receives a link via SMS, email, or messaging app after booking. They open it on their phone — no app download, no account creation, no login.
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Conversational History CollectionMaya asks about symptoms, current medications, allergies, past surgeries, family history, and the reason for the visit. Conversational format — patients answer naturally instead of deciphering form fields.
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Insurance and DemographicsMaya collects insurance provider, policy number, group ID, and verifies demographic details. Missing or inconsistent information is flagged immediately — not discovered at the front desk.
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Clinic-Specific InstructionsMaya searches the clinic's knowledge base for pre-visit instructions specific to the appointment type — fasting requirements, what to bring, parking directions, consent forms to review.
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✓
Structured Intake DeliveredThe provider receives a complete, structured intake summary before the patient walks in. Medical history, medications, allergies, insurance details, consent status — all organized and ready for the chart.
Three Layers Working Together
Avatar + Knowledge + Tools — in one conversation
The optional avatar layer puts a face on the intake process. Maya appears on the patient's phone, talks them through each question, and answers from the clinic's own materials. Without avatar, the same workflow runs as text.
Conversational Patient Intake
Maya's knowledge base is loaded with the clinic's intake forms, insurance panel information, provider bios, pre-procedure instructions, service FAQs, and consent templates. When a patient asks "do I need to fast before my appointment?" or "does the clinic accept my insurance?" — Maya answers from the clinic's actual data, not generic information. The intake conversation becomes a two-way exchange where the patient gets their questions answered while the clinic gets every field it needs.
With Avatar
Maya appears face-to-face on the patient's phone before their appointment
Walks through medical history conversationally — warmer than a form, faster than a phone call
Searches clinic's knowledge base for appointment-specific instructions (fasting, preparation, what to bring)
Answers patient questions about the provider, the procedure, or clinic policies from loaded documents
Collects consent acknowledgment during the conversation
Available as a shared link sent via SMS, email, or messaging app
Straight Workflow (No Avatar)
Same intake questions, same data collection, same structured output — no video layer
Patient interacts via text chat on the same link
Results delivered via API, webhook, or directly to the practice management system
Lower cost per interaction — suitable for high-volume clinics
Runs headlessly — patient sees a chat interface, not a video avatar
Functionally identical to competitors, without the avatar differentiator
Three scenarios — from a practice owner's perspective
Each scenario shows a real situation, what Maya does, and the structured output the practice receives.
Medical Clinic — New Patient Registration
40 new patients per week across 3 providers
Each new patient receives a pre-visit link after booking
Maya collects demographics, full medical history, current medications, allergies, and insurance details
Clinic's knowledge base answers patient questions about parking, preparation, and what to expect
Structured intake delivered to the provider before the appointment
Front desk staff spend minutes on verification instead of hours on data entry
Output: Complete intake package per patient — demographics, medical history, medications, allergies, insurance verified, consent confirmed, pre-visit instructions delivered.
Specialist Practice — Pre-Procedure Intake
Orthopedic clinic preparing patients for surgery consultations
Maya asks procedure-specific questions loaded from the clinic's pre-op protocols
Collects imaging history, prior treatments, current pain levels, and medication interactions
Delivers pre-procedure instructions (fasting, medication holds, arrival time) from the knowledge base
Documents collected via follow-up sequence — referral letters, imaging CDs, prior records
Surgeon receives a structured clinical summary before the consultation begins
Output: Clinical intake summary with procedure-relevant history, collected documents, and confirmed pre-procedure compliance.
Multi-Location Practice — Standardized Intake
Dental group with 5 locations and inconsistent intake processes
Same intake workflow deployed across all 5 locations from one license
Each location's knowledge base loaded separately (different insurance panels, hours, providers)
Maya asks the same questions at every location — consistent data quality across the group
Patients at any location get location-specific answers (directions, provider names, services offered)
Group management sees intake completion rates per location
Output: Standardized intake data across all locations. Each provider receives their patients' intake packages. Group sees aggregate completion metrics.
Tools in This Bundle
11 tools — all live, all included
Every tool in this bundle is built, tested, and running in production. This is not a roadmap. These are live capabilities Maya uses when you deploy the Healthcare bundle.
11 TOOLS • ALL LIVE
Intake QuestionsGenerate intake questions specific to the appointment type and specialty
Intake SummaryStructure conversation into organized clinical intake format
Requirements ExtractionExtract preparation requirements, contraindications, and compliance items from clinical documents
Document SummarySummarize referral letters, prior records, and clinical notes
Document CollectionTrack and collect required documents from patients (insurance cards, referrals, imaging)
Compliance TrackerMonitor which patients have completed required forms, consents, and pre-visit steps
Follow-Up SequencerAutomated follow-up sequence for incomplete intake or missing documents
Custom AssessmentPre-visit health questionnaire or screening on any clinical topic you define
Knowledge Base SearchSearch clinic documents for instructions, policies, insurance panels, and FAQs
Consent GeneratorGenerate consent forms and acknowledgment documents for procedures
E-Signature CollectionCollect electronic signatures on consent forms and intake documents
Digital intake forms moved the clipboard to a screen. This bundle replaces the form with a conversation that collects better data and answers the patient's questions at the same time.
Paper / Digital Forms
Patient fills out a form in the waiting room or on a tablet
The Healthcare Bundle Agent is a pre-built AI patient intake workflow powered by Maya. It replaces clipboard forms and digital intake questionnaires with a conversational experience that collects medical history, current medications, allergies, past surgeries, family history, insurance details, and demographic information before the patient arrives. Maya searches the clinic's knowledge base during the conversation to deliver appointment-specific instructions such as fasting requirements, preparation steps, and what to bring. The bundle includes 11 tools from the TaskMaster tool library, all live and running in production. Practices deploy the bundle by uploading their intake forms, insurance panel information, provider bios, pre-procedure instructions, and consent templates into the knowledge base. Maya answers patient questions from these documents during intake. The optional two-way video avatar layer enables face-to-face interactions where Maya collects intake on the patient's phone with a warmer experience than any form. Available in 30 languages with pay-as-you-go pricing. No long-term commitment required. Business and deployment partner licenses available.