Create Patient Intake Forms & Sync with DrChrono 🩺

Table of Contents

🧩 Essentials
🎨 Make It Yours
⚙️ How to Create Patient Intake Forms and Sync with DrChrono
⚡ Power-Up Create Patient Intake Forms: Make It Part of a Larger Automation
🧠 Learn More with Workload

If your clinic still relies on paper forms or clunky PDFs, it’s time to upgrade. With Workload, you can create patient intake forms using a drag-and-drop builder—then send those form responses directly into DrChrono as new patient records, automatically. No more printing, scanning, or retyping details into your EHR system.

Each form captures essential information like name, birthday, gender, contact info, and insurance data. Workload formats and routes that data exactly how DrChrono needs it—splitting names, capitalizing gender, reformatting dates, and more. The result? Clean, accurate records created in real time, with zero manual input from your team.

🧩 Essentials #

Before you build, here’s what you’ll need:

🚀 Workload Account
A free or paid account to create your custom form and trigger the automation. You’ll build the form directly within the first step of your workflow.

🏥 DrChrono Account
Used to receive the form submission and automatically create a new patient record inside your EHR system. You’ll connect your account during the setup process.

Workload makes connecting these tools easy. Just sign in and grant access—no developer setup or configuration needed.

🎨 Make It Yours #

Here are ideas to customize this workflow for your practice:

📎 Add a Pre-Screening Question
Filter out returning patients or test submissions before they reach DrChrono.

🧠 Clean Up Responses with AI
Split full names, fix date formats, and capitalize gender fields automatically.

🧭 Branch Based on Insurance Provider
Send specific providers down different paths—like alerting billing for “Self Pay” entries.

📅 Tag Each Record with Intake Date
Add a timestamp to track exactly when each form was submitted.

⚙️ How to Create Patient Intake Forms and Sync with DrChrono #

DrChrono requires properly formatted data—like capitalized gender, separated names, and dates in a specific format. In this tutorial, we use the AI Wizard to reformat the form responses before sending them to DrChrono. However, you can also adjust your form to collect the data exactly as needed and skip the AI Wizard steps entirely.

Step 1: Start a New Workflow #

From the Workload dashboard, click Create Workflow

Start your automation by selecting “Create Workflow” to begin building your process to Create Patient Intake Forms.

Enter a title (ex: Forms by Workload to DrChrono) and then open the Click to Add Trigger step

Enter a title like “Forms to DrChrono” and select the Click to Add Trigger step to define your starting point.

Step 2: Set Up the Trigger (Forms by Workload) #

On the right side of the trigger box, click Forms by Workload

Choose “Forms by Workload” from the app list to Create Patient Intake Forms using a custom-built form.

Choose the trigger event New Form Submission

Select the event “New Form Submission” to detect whenever a new form is submitted.

Click Continue to begin designing your form

Confirm your trigger settings by clicking the Continue button after selecting your form.

Step 3: Create Customized Patient Intake Forms #

Enter a title and description for the intake form

Add a descriptive title to help identify your form in the automation that will Create Patient Intake Forms.

Customize the look of your form by setting fonts and sizes for the header, questions, and text. Choose theme colors and add an image if needed.

Use the layout controls to adjust font size, style, and header appearance of your intake form.

Add your intake questions—like Name, Birthday, Email, Phone, Gender, and Insurance. Pick the right question type for each and mark required fields as needed. Add answer options for multiple choice questions

Add essential questions like Name, Email, Birthday, and Phone Number to collect patient details.

If needed, add Additional Sections to separate parts of the form, such as insurance details.

Create optional sections for insurance or consent to further customize how you Create Patient Intake Forms.

Enable the confirmation and results pages so patients can review their answers and see a success message, then click Continue

Enable the confirmation and result pages to let patients review submissions and see success messages.

Once you have completed the form, copy the URL and click Test Trigger

Copy the form’s public URL to use in your automation to Create Patient Intake Forms.

Step 4: Submit a Test Form #

Open the copied link in a new tab

Fill out a test version of the intake form to ensure all fields and formatting are correct.

Fill out the form with sample data and click Submit

Submit a test entry to confirm the form workflow functions end-to-end and helps Create Patient Intake Forms.

Go back to the Workload Editor. You should now see the data that was submitted by the form pulled into the trigger step. Now click Continue.

Check that the submitted form appears in the trigger output with all mapped data.

Step 5: Add Step to Create Patient (DrChrono) #

Click into the action step and select DrChrono from the app list

Choose DrChrono as the destination app to Create Patient Intake Forms using collected responses.

Choose Create Patient as the action event, then click Continue

Select “Create Patient” as the event that will add new records to your DrChrono EHR.

Click Sign in to connect your DrChrono account if you haven’t done so already. For help, follow our step-by-step guide on how to connect DrChrono to Workload. Once connected, click Continue.

Click “Connect Account” and sign in to authorize your DrChrono integration with Workload.

Step 5: Add Step to Format Patient Name (if needed) #

Insert a step between the trigger and the existing DrChrono step by clicking the ➕ icon between them and choose Add Step.

Insert an intermediate step to prepare the intake form data before it reaches DrChrono.

Choose AI Wizard by Workload (fka AI Formatter by Workload) from the TOOLS menu

Use the AI Formatter to split names, capitalize fields, or reformat dates before creating the patient record.

Select the event Format Data

Choose a formatting option like “Split Name” or “Reformat Date” to standardize field values.

In the Input Data field, click on the response from the trigger, then choose the Name field

Use AI Wizard to extract names from form data and help Create Patient Intake Forms for DrChrono.

Type a prompt to split the name into first and last as separate responses, then click Continue

Verify the name has been split correctly into first and last name fields after AI Wizard processing.

Hit Test action to preview the results, then click Continue

Add a new Formatter step below the AI Wizard to handle gender field capitalization.

Step 6: Format the gender response using AI #

Add another AI Formatter step before the DrChrono step by clicking the + icon then hitting Add Step

Choose AI Formatter by Workload to reformat intake form fields before sending to DrChrono.

Choose AI Wizard by Workload (fka AI Formatter by Workload) from the TOOLS menu

Select “Format Data” as the event so you can prepare fields to create patient intake forms cleanly.

Select the event Format Data, then click Continue

Paste the gender value from the form response as input for capitalization formatting.

Set the input to the gender field from the trigger

Write a prompt to ensure consistent formatting of gender for use when you Create Patient Intake Forms.

Use a prompt to extract the first option from the array and capitalize it (ex: pull out “0” as a separate flat response and capitalize the first letter”), then click Continue

Test the formatter step and check that “male” or “female” is capitalized correctly.

Hit Test action and once you see the results, click Continue

Insert another AI Wizard step to transform the date of birth for patient records. This supports how you Create Patient Intake Forms.

Step 7: Add Step to Format Date of Birth (if needed) #

Add another intermediate step between the last formatter step and the DrChrono action by clicking the ➕ icon between them and choose Add Step.

Add an AI Wizard step to Create Patient Intake Forms with properly formatted data.

From the Tools menu choose the Date Format app

Select the “Format Date” option to structure your output correctly.

In the event dropdown, choose Format Date, then click Continue

Choose the incoming date field from your patient form submission.

In the Date field, use the birthdate from the trigger

Specify the new output format for the date field.

Next, choose the YYY-MM-DD option from the menu for the To Format field, then click Continue

Test your formatter step to ensure it helps Create Patient Intake Forms accurately.

Click Test action and verify the output response, then click Continue

Map each field to match DrChrono’s expected format to Create Patient Intake Forms automatically.

Step 9: Map the patient fields #

Go to the DrChrono Create Patient step and scroll to the Action section. Map the patient’s First Name and Last Name from the AI name splitter, Gender from the AI gender formatter, and Date of Birth from the date formatter. Use the form trigger step to map Email, Phone Number, and Address. Fill in any other required fields, then click Continue.

Run a final test to confirm the mapped data is being processed correctly.

Step 10: Test the DrChrono step #

Click Test action to create the new test patient in DrChrono. If you see an error, click on the Raw Console tab to see the reason, then double-check your formatting steps.

Move to the last step and review your formatted and mapped fields.

If you get a successful response, click Continue

Click the On/Off toggle to create patient intake forms and send them directly to DrChrono to create a patient record.

Step 11: Activate the workflow #

Finally, verify that each step has a green light indicator to signify that the step has been setup correctly. Next, click the On/Off toggle in the top right corner to activate the workflow.

Your patient intake form is now live and fully connected to DrChrono!

⚡ Power-Up Create Patient Intake Forms: Make It Part of a Larger Automation #

🔔 Trigger internal next steps based on intake details
Use logic to route patients to the appropriate care coordinator, department, or intake specialist—based on answers like “Visit Reason” or “Urgency Level.”

📬 Send pre-visit instructions automatically
Add a Gmail or SMS step to send directions, parking info, or reminders to bring ID and insurance—all triggered right after form submission

🧹 Sync with billing and insurance systems
Connect the workflow to your billing software or spreadsheet tracker. Log insurance type, self-pay status, or co-pay details to streamline claims and invoicing

📈 Log data across operations tools
Send form data to Airtable, Monday.com, or your reporting system so other teams—like billing, reception, or compliance—have visibility without needing access to DrChrono