Healthcare

Patient Intake Pipeline

Track every new patient from initial inquiry to first appointment. Insurance verification status, document checklists, and automated follow-up queues keep your front desk organized and nothing falls through the cracks.

What's Inside

Intake Log — One row per new patient. Name, contact info, referral source, insurance carrier, submission date, and current stage (New → Verifying → Scheduled → Complete). Dropdown statuses keep the pipeline moving.
Insurance Verification — Track verification status for each patient. Carrier, policy number, group number, verification date, coverage confirmed (yes/no), and notes. Flags patients waiting more than 48 hours.
Document Checklist — Per-patient checklist of required documents: ID, insurance card, medical history form, consent forms, referral letter. Checkbox-style tracking with completion percentage.
Dashboard — Intake funnel visualization showing patients at each stage. Average days from submission to first appointment, verification backlog count, and weekly intake volume trends.

Key Features

Pipeline stages with automatic date tracking at each transition
Insurance verification aging — flags patients stuck in verification for more than 48 hours
Document completion percentage auto-calculated per patient
Referral source tracking to see where new patients come from
Conditional formatting highlights overdue follow-ups in red
Scales from solo practices to multi-location clinic networks

Sample Formulas

Here are some of the formulas powering this template:

Days since intake submission

=IF(F2="Complete","",TODAY()-C2)

Document completion percentage

=COUNTIF(G2:K2,TRUE)/COUNTA(G1:K1)

Patients stuck in verification over 48 hours

=COUNTIFS(D:D,"Verifying",TODAY()-E:E,">2")

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