Intelligent Patient Intake Portal

The intelligent front door to every visit

Patients arrive with a complete, structured, specialty-aware profile before they ever sit down. PatientTrac Profiler guides each patient through a guided intake, adapts to their type of visit, and writes a clean chart your care team can review ahead of time.

See how it works For practices
8Specialty-adaptive intakes
6Consent forms captured
10Body systems reviewed
0AI keys in the browser
A patient completing the PatientTrac Profiler guided intake on a tablet before a visit.
Before the visit

A chart that builds itself

01Patient completes a guided profile
02Intake adapts to the type of visit
03Assistive AI summarizes and flags for review
04Structured record ready for the care team
See the Platform

The guided intake, section by section

The same clear, sectioned flow every patient moves through — built to write a structured chart your care team can review before the visit.

The PatientTrac Profiler intake interface showing a guided, sectioned patient profile.
The Intake Flow

One guided path, from welcome to signed

Every patient moves through the same clear, sectioned flow. Steps in dashed outlines appear only when they apply to the patient's type of visit — general visits skip the specialty layers entirely.

01
Welcome
02
Personal & demographics
03
Contact, address & emergency contact
04
Type of visit
Optional
AI intake chat
05
Insurance
06
Medical history
By visit type
Specialty intake
07
Medications
08
Allergies
09
Surgical, family & social history
10
Review of systems (10-system)
11
Consent & signature
12
Complete
The Differentiator

Specialty-adaptive intake

After the patient chooses their type of visit, Profiler routes them into the matching deep intake. Eight specialty intakes ship today, each capturing the history that specialty actually needs. General visits skip the specialty layer.

✦

Plastic & Lifestyle

Aesthetic goals, prior procedures, and the lifestyle and healing factors — smoking, weight stability, keloids — that matter for surgical planning.

🧠

Mental-Health Screening

Trauma-informed screening carrying the scored PHQ-9 (depression) and GAD-7 (anxiety) instruments, plus a structured safety assessment.

PHQ-9GAD-7
🔬

Surgical

Procedure planning, prior surgeries and anesthesia history, bleeding and infection risk, and recovery-support readiness.

⚖️

Bariatric

Weight history, prior weight-loss attempts, obesity-related comorbidities, eating patterns, and post-op commitment.

🦴

Orthopedic

Affected body part, pain characteristics, functional limitations, prior therapy and injections, and imaging history.

🩹

Dermatology

Primary concern and lesion characteristics, triggers, prior treatment, skin-cancer screening, and Fitzpatrick skin type.

👁

Ophthalmology

Vision changes, eye pain and visual symptoms, ocular and surgical history, and systemic conditions affecting the eyes.

🎗

Oncology

Diagnosis and staging, treatment history, current symptoms and side effects, genetic and family history, and support needs.

Assistive Intelligence

An optional AI intake chat — assistive, never diagnostic

Patients can optionally describe their concern in their own words. A natural-language chat gathers context, produces a structured summary, and applies rule-based red-flag triage for the care team. Every clinical decision stays with a clinician.

Server-side by design. The Anthropic API key lives only in a Netlify function — it is never shipped to the browser. The chat talks to that server-side proxy.
Structured summary. The conversation is distilled into structured fields that join the rest of the intake record.
Rule-based red-flag triage. Deterministic rules surface concerns — current-smoker surgical risk, high BMI, healing history, and PHQ-9 / GAD-7 severity thresholds — and route them to the care team.
Crisis handling. If suicidal ideation is indicated, the screening surfaces 988 and Crisis Text Line resources and flags the care team. Emergencies are always directed to crisis resources.
  • Assistive and non-diagnostic. The AI drafts, summarizes, and flags — it never diagnoses, decides treatment, or replaces clinical judgment.
  • Clinician-reviewed. Flags are prompts for a human to review, not conclusions.
  • Scored instruments. PHQ-9 (0–27) and GAD-7 (0–21) are summed and severity-labeled to standard thresholds.
  • Optional. Patients who prefer forms can skip the chat entirely; general visits skip it too.
Framing: AI features are assistive and clinician-reviewed. They inform the care team; they do not diagnose or decide.
Network Integration

One shared clinical record, built before the visit

A completed profile writes to the shared clinical record — demographics, intake, insurance, and structured intake data — keyed by patient. The chart is ready for the care team the moment it is submitted, and it is available to the other PatientTrac applications on the same record.

  • Demographics & contact written to the patient record.
  • Intake & specialty data stored on the shared intake record, keyed by patient, with structured intake detail preserved.
  • Insurance and medication-history detail captured alongside the chart.
  • Consumed across the network by PatientTrac Forge, Mind, and Revela working on the same record.
The shared record

Written on submit

cr.patient
cr.patient_intake
cr.patient_insurance
keyed by patient_id
For Care Teams

A clinician review console, built in

Every submitted intake lands in a staff-only review console — a separate, organization-gated workspace where your team triages and reviews profiles before the visit. Intake flags are assistive decision support for the clinician; they do not diagnose or decide care.

🗂

Flags surfaced first

The worklist groups intakes flagged for clinical review ahead of routine ones, ordered by flag severity — derived only from the intake's recorded flags, never an autonomous AI score.

⚖️

Medication & allergy reconciliation

What the patient reported at intake, side by side with what is already on the record — differences highlighted for the clinician to resolve. Nothing is merged automatically.

📡

Companion context & messaging

For patients enrolled in PatientTrac Companion, the console shows their remote-monitoring summary and lets staff send a message straight to the patient's Companion app.

🧾

Gated, stamped, and audited

Access is limited to active members of your organization, every review is stamped with reviewer and time, every record open is logged server-side — and one click hands the patient off to PatientTrac Forge for scheduling.

Security & Compliance

A patient portal secured by concrete mechanisms

Profiler is an unauthenticated patient-facing portal, so access is constrained by layered, verifiable controls rather than assumptions.

🔐

Row-Level Security & org isolation

Database Row-Level Security policies scope anonymous access, and each organization's data is isolated by org.

⏱

Time-limited intake token

Reading or updating an intake requires a non-expired token; tokens are auto-issued server-side with a 48-hour expiry.

🛡

Strict HIPAA-aligned headers

HSTS, frame-deny, a restrictive Content-Security-Policy, and camera / microphone / geolocation blocked via Permissions-Policy.

🗝

Server-side AI keys

The AI proxy keeps the Anthropic key server-side; it never reaches the browser bundle.

🌐

Multilingual patient experience

This portal page is presented in English, Spanish, and French, and the intake records each patient's preferred language and interpreter needs so your team is ready.

✅

Insert, then token-guard

Anonymous patients can create their record; subsequent reads and updates are guarded by the active token — a clear, auditable boundary.

The Clinical Intelligence Network

Profiler is the front door to a connected ecosystem

The profile Profiler captures flows into the other PatientTrac applications that work on the same shared clinical record.

Profiler
Patient intake portal
Forge
Clinical documentation
Mind
Behavioral health
Revela
Analytics & insight
Ambulatory
Outpatient workflow
Continuum
Care coordination

Meet patients before they arrive

Give every patient an intelligent front door and give your team a complete, structured chart before the visit — part of the PatientTrac Clinical Intelligence Network.

See how it works For practices