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When one of my clients, a health professional, needed to streamline her client intake process while staying HIPAA compliant, I knew Google Workspace had the perfect tools to make it happen. Her old paper-based system was slower than dial-up and just as frustrating, so we set out to create something that would save her time and improve her client experience.
"I didn't have a way other than paper to onboard clients and to send documents. So my business didn't have a lot of technology. I knew there were platforms specifically for my field, but I didn't want 80% of what they offer." - Julie
Building the Process: From Form to Folder
We started by setting up a simple intake form where she could enter her client's email, first and last name. With just this information, we automated the creation of several Google Docs templates that were immediately emailed to her and her client with the client's name and email pre-filled. No more manual data entry – just a quick, professional start to the intake process.
However, one challenge we faced was ensuring that the documents would be legally valid when signed electronically. My client had to collaborate with her lawyer to rewrite some of the wording in the documents, making sure they met all the necessary legal requirements. This process took an extra three weeks, which involved back-and-forth communication and careful adjustments. But once the legalities were sorted, we were able to move forward with the automation.
Once her clients signed the documents, she would send them a link to a partially pre-filled form where they could complete their medical information and health questionnaires. When the form was submitted, a custom Google Apps Script I wrote automatically created a secure folder for the client. This script neatly placed the signed documents and the newly filled-out form into her Google Docs area in a "clients" folder under the client’s name, ensuring everything was organized and HIPAA compliant.
"It's not something on my to do list anymore. I feel proud of the work we did, you did, that I can offer now to my clients. You did a really nice job with customizing it. You were really timely. It's just no longer a concern of mine." – Julie
Want to see how I can help streamline your small business tech? Check out my services and client testimonials on Neat Freak Tech.
The Result: A Thrilled Client and a Smooth Process
Despite the initial delays, my client was over the moon with the new process. Not only will it save her countless hours of manual work, but it also gave her a more professional and organized system. The automation ensured that no steps were missed, and she loves getting an email notification when a new client completes her intake process.
"It improves the level of professionalism. It gives me peace of mind knowing it's HIPAA compliant. I know my service is high quality and this work helps back that up." - Julie
Looking to streamline your processes? Check out how I’ve helped other clients here.
Why Automation is a Game-Changer
Automating your business processes with tools like Google Workspace isn’t just about saving time – it’s about creating a professional, reliable system that your clients can trust. Whether you need a HIPAA-compliant intake process, a better way to manage documents, or a custom tech solution, I’m here to help you detangle your small business tech.
Ready to untangle your tech and go from chaos to calm? Explore my services at Neat Freak Tech and let's work together to create something that truly works for you.
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