New patients arrive prepared – no clipboard, no catch-up.
Chatref asks new patients for their details before the visit – reason for visit, preferred provider, contact info – and sends your front desk a structured summary. First-visit chair time starts on time.
Featured on
Why it matters
The problem this solves.
The challenge
New patients arrive with nothing pre-collected. Staff hand them a clipboard, wait for it back, and then retype everything into
What it costs
First visits start late, front desk staff spend their morning on data entry, and new patients sit in the waiting room wondering
The Chatref way
Chatref collects name, contact number, reason for visit, and preferred provider in a simple chat conversation before the patient
The Chatref solution
How Chatref collects new patient intake.
A prospective new patient visits your site and starts a chat. Chatref walks them through a short intake conversation – collecting their name, contact, reason for visit, and preferred provider. The structured summary lands in your front-desk inbox before the patient arrives.
Real questions
What Chatref answers here.
I'm a new patient – how do I book my first appointment?
What information do you need from me before my visit?
Can I fill in my details online before I come in?
I need to see a specific provider – is that possible?
What should I bring to my first appointment?
How long is a new patient appointment?
Loved by support teams
Clinic teams, starting first visits on time instead of catching up.
How private clinics use Chatref to collect new patient details before the appointment – not during it.
New patients used to walk in with nothing filled out. Now Chatref collects everything in the chat before they arrive and my front desk has a summary waiting. First visits start on time every day.
We cut our new-patient check-in time from 20 minutes to under five. The structured note from Chatref has everything we need before the patient reaches the desk.
Patients appreciate being asked their details in a calm chat conversation rather than a clipboard in a waiting room. The quality of information we receive is noticeably better.
of new patient details collected before the visit via chat
Our bilingual patients complete intake in Spanish through the same chat. One workflow, two languages, no extra setup.
Is it safe to collect patient contact information via a website chat widget?
Chatref is a front-of-funnel communication tool. It collects pre-visit details like name, contact number, and reason for visit – not clinical records. Conversations are handled over secure channels
Can the chatbot send new patient intake details directly to the front desk?
Yes. A custom action can be configured to send a structured summary – name, contact, reason for visit, preferred provider – to your front desk inbox as soon as the intake conversation is complete.
What information does Chatref collect during intake?
You define what gets collected. Most clinics ask for: full name, contact number, reason for visit, preferred provider, and how they heard about the clinic. Chatref follows the script you set.
Can the intake chat work after hours?
Yes – new patients can complete intake any time. The summary waits in your inbox until your team opens in the morning.
Does the intake replace a full registration form?
It handles pre-visit contact and scheduling details. For clinical history and consent forms, you would use your existing registration system. Chatref fills the gap before patients reach that stage.
Let new patients arrive prepared – not clipboard-in-hand.
Point Chatref at your clinic content, configure your intake questions, and collect new patient details before every first visit – free to start.
Part of Chatref for Private Clinics · Healthcare hub · pricing.