A HIPAA-compliant patient intake and onboarding system that tracks every patient from referral through insurance authorization to first appointment. Top-selling monday.com solution, 2024.
Healthcare Intake CRM · Watch
Customer story · Healthcare
Andrea Stevens, Chief Strategy Officer at Axis for Autism, an Arizona-based autism healthcare organization, explains how monday.com streamlined workflows, improved visibility, and made processes more efficient, so their teams spend less time managing work and more time on the people they serve.
Built from hundreds of hours inside real healthcare workflows. Every feature exists because a healthcare organization needed it.
Capture every referral when it arrives and track it from first contact to first appointment.
See which sources send patients, how many convert, and where referrals stall.
Prior authorizations, verification status, and approval timelines tracked beside the patient record.
Coverage details logged at intake so billing and clinical teams share one record.
Follow-up tasks, emails, and status changes triggered automatically, so nothing waits on memory.
Conversion rate, onboarding duration, team workload, referral sources, and authorization timelines in one view.
BAA, audit trails, column-level permissions, and two-factor enforcement configured from day one.
HIPAA guide →Patient demographics, referral data, authorization status, and appointments synced with your EHR.
EHR integrations →Centralized intake across locations, with location-level permissions.
We build around your intake stages, terminology, authorization requirements, and referral sources.
Intake, authorization, and care coordination.
Referral tracking, authorization management, and scheduling.
Patient intake, referral sources, and care team coordination.
Referral tracking, insurance authorization, and patient onboarding.
Inquiry, assessment, and move-in tracking.
New patient onboarding, referral management, and follow-up automation.
Urology, dermatology, orthopedics, and more, built to your workflow.
High-volume intake automation for multi-specialty clinics.
Also connected: Cerner, NetSmart, ModMed, CureMD, MatrixCare, Practice Fusion, Salesforce, HubSpot, and more. What can sync depends on your system and its API access, which we confirm during scoping.
No internal IT resources needed. We handle configuration, EHR integration, HIPAA setup, and training.
Free, 30 minutes. We learn your workflows and outline a scope.
We design the boards, automations, and integrations around how your team works.
We configure, connect, and test. You review before anything goes live.
Live training, documentation, and a dedicated contact after launch.
Every project is different, so timelines vary with scope. As a general guide, projects can range from around 3-4 weeks to 6-8 weeks for complex builds and integrations. You will get an estimate for your project on your discovery call.
Platinum Partner and Advanced Delivery Partner, certified across monday work management, monday CRM, monday dev, and monday service.
About our monday.com partnership →
The Ability Ops Healthcare Intake CRM is a HIPAA-compliant patient intake and onboarding system built on monday.com. It tracks each patient from first referral through insurance authorization to first appointment, replacing spreadsheets, disconnected systems, and missed follow-ups, and it integrates with EHRs including Epic, Cerner, Healthie, and athenahealth.
Yes, when it is configured correctly. That means the monday.com Enterprise plan, a signed Business Associate Agreement (BAA), HIPAA mode switched on, and the right access controls and audit logging. Ability Ops sets this up as a standard part of healthcare projects. The Free, Basic, Standard, and Pro plans are not HIPAA-eligible, and any connected tool that handles patient data needs its own BAA. Every implementation includes access controls, column-level permissions, audit logging, and two-factor enforcement.
We build integrations with Epic, Cerner, Healthie, athenahealth, ModMed, NetSmart, and others. See all integrations. If your EHR is not listed, we assess custom integrations case by case.
Yes, as standard. We configure intake stages, terminology, authorization workflows, and referral source tracking to match your process.
Every project is different, so timelines vary with scope. As a general guide, projects can range from around 3-4 weeks to 6-8 weeks for complex builds and integrations. You will get an estimate for your project on your discovery call.
Ability Ops publishes its rates: $150 an hour for training and documentation, $200 an hour for configuration consulting, and $250 an hour for custom development such as EHR and API integrations. Each tier has a minimum number of hours, and every project is scoped before work begins. See services and pricing.
Yes. We audit your current setup, identify gaps, and rebuild or optimize it to match your intake process.
It is the concern we hear most. We design for the person doing the daily task: each role gets its own view, columns they do not need are hidden, and fields that do not apply to them are removed. We would rather launch something simple that gets used and add to it than launch everything at once.
A free 30-minute call. You leave with a clear picture of the system, a general timeline, and the cost.
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