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Artera Agentic Patient Intake

Automate Patient Intake: Capture More Revenue and Free Up Staff

We help healthcare practices free up front desk time, prevent costly claim denials, and give patients a faster check-in, with agentic AI that completes patient intake and registration before the visit and writes it directly to your EHR.
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AI Agent

Hi Sheila – This is an AI assistant with Artera Health. We got your referral from Dr. Jones for a dermatology consult and want to grab a few details before we schedule you. This takes about 5 minutes. To speak with someone directly, please call us at (877) 555-9999.

AI Agent

To save you from typing all of the details. Can you send a photo of your driver’s license or state ID? I’ll pull your information from it. If you don’t have it handy, no problem. Just let me know and I’ll gather it another way.

Sheila

AI Agent

I see Sheila Johnson, born 2/14/1992. Is that correct?
Sheila
Yep!

AI Agent

Your ID shows 1025 Chapala St. Santa Barbara, CA 93101. Is that still your current address?
Sheila
No. Its actually 415 State St now. But same everything else tho

AI Agent

Got it. 415 State St. Whats the best mobile number and email to reach you?

Sheila
999-888-5555

AI Agent

And what’s a good email address for you?

Sheila

Do I have to give one?

AI Agent

It’s not required. We can skip it if you’d like. Can you send a photo of the front of your insurance card?

Sheila

One sec

AI Agent

Take your time

Sheila

AI Agent

I see UnitedHealthcare, member ID number RT987654321. Does that match your card?

Sheila

ya that looks correct.

AI Agent

Could you send me a photo of the back of the card?

Sheila

I don’t have that

AI Agent

No problem. The front desk has enough information for now. Our front desk team can follow up with you directly if they need any additional information.

AI Agent

I have everything I need to get your record setup and pass this along to our scheduling team. Our scheduling team will reach out to you soon to set up your appointment. If you need anything in the meantime, please call Artera Health (877) 555-9999.

Experience by Your Side

#1 best in KLAS for patient communications

4.7/5

patient satisfaction with our AI agents1

11+

years healthcare experience

1,000+

healthcare organizations served

The challenge

Front-End Patient Registration Errors Can Become Back-End Problems

A missed digit on a member ID doesn’t stay at the front desk. It can show up weeks later as a denied claim, a delayed payment, and another hour of rework.

$19.7B

spent by healthcare organizations fighting denied claims every year2

56%

of providers say patient information errors are a primary cause of denied claims3

48%

of providers say their registration data is only "somewhat" or "not" accurate4

30%

of patients have left a physician's office before being seen because of wait time5

How Artera's Agentic Intake helps healthcare providers

Quickly Complete Patient Registration Before Care Begins

Meet Patients Where They Are

Patients complete digital intake by text or web link, whenever it’s convenient for them. No app downloads, logins, or waiting required. They can stop and pick up right where they left off, anytime, anywhere.

Track Every Patient

The Intake Hub gives care teams a real-time view of patient progress, highlighting what’s complete, what’s missing, and who needs follow-up. Information is collected, checked, and written directly to the EHR, so your team stays in control of every exception.

Help Reduce Costly Denials
AI-guided data collection and insurance card capture get accurate demographics, insurance details, and coverage information into the EHR before the visit. Missing items are flagged for follow-up, so patients can complete them before they impact reimbursement.

How Agentic Intake with Artera works

AI Agents Handle The Back-And-Forth of Intake. Your Staff Handles Patient Care

Trigger

When an appointment is booked, the agent reaches out to the patient by text.

Collect

The agent conversationally gathers demographics, insurance, and required forms and consents.

Integrate

Information is checked in real time and written directly to your EHR. Little to no manual re-entry.

Confirm

The patient receives visit prep instructions, directions, and any outstanding items.

Escalate

Outstanding items surface in the Artera Intake Hub, and staff get the full context. No cold handoff.

Intake Progress, Visible in Real Time

See what’s complete, what’s missing, and who needs follow-up, all in one place.

Custom Agentic Intake

Intake That Fits Your Practice. Not the Other Way Around

The same AI agent can handle intake three different ways, configured to match how your patients actually arrive.

Before a scheduled appointment, the agent collects everything the front desk would normally gather at check-in: demographics, contact info, preferred language, insurance, and required forms. Patients photograph their insurance card, the agent reads the front and back, and structured coverage is written to the EHR, with real-time insurance eligibility verification. By visit day, check-in can be a quick confirmation instead of a clipboard and a wait.

Pre-Visit Patient Intake
Forms & Consent
Walk-In Patient Intake

Before the patient arrives, your staff know if a card back is missing or a form is incomplete. AI handles routine intake. Your team reviews the exceptions.

Intake, messaging, and AI agents work together in a single platform. No bolted-on middleware. No new windows to toggle between. No extra point solutions to manage.

Patients answer in their own words. The agent understands misspellings, shorthand, and natural replies. No rigid menus or dead ends.

Missing or mismatched information is flagged before the patient arrives, while a text can still fix it.

Patients complete intake whenever it works for them, day or night, with no hold music and no waiting.

Artera’s AI Service Squad designs, deploys, and refines intake workflows customized to your practice. No two patients are alike. No two practices are alike. Your intake shouldn't be either.

The Artera difference

We Help Healthcare Practices Automate Patient Intake Without Losing the Human Touch

Many AI tools can text or call a patient, but leave your staff in the dark. Artera flags missing information and hands it to your team before the patient arrives, with full context in one easy-to-use digital hub. Artera’s Agentic Intake Hub is built on Artera Harmony, the agentic platform 1,000+ healthcare organizations trust to strengthen how they communicate and care for patients.

Download the Datasheet

For years, intake has been one of the most frustrating parts of patient access, for patients and for the staff who manage it. The rise of agentic AI has made it possible to automate routine, error-prone intake workflows. But most healthcare providers are still stuck choosing between legacy systems that digitize intake but can’t adapt to the agentic era and newer, headless AI vendors with no healthcare depth or staff-facing platform. Artera Intake delivers a new option to healthcare practices which brings agentic AI and healthcare depth together, with full visibility for staff.

Zach Wood

Chief Product & Strategy Officer
Artera

Ready to see it in action?

Get Started with Artera Intake

Registration errors missed today can become denied claims tomorrow. Reduce revenue lost to manual intake. Start collecting accurate information before the visit.

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1Patient Satisfaction (4.7/5): Based on live AI agent sessions from healthcare provider customers between March 13–May 13, 2026. Results may vary. Individual results not guaranteed.
2American Hospital Association. (2024, April 2). Payer denial tactics: How to confront a $20 billion problem. AHA Center for Health Innovation Market Scan.

3Experian Health, “The State of Patient Access 2025,” April 28, 2025.

4Experian Health, “The State of Patient Access 2025,” April 28, 2025.

5Artera, “Trends in Patient Communications Report,” December, 2023.

Screens and conversations shown are illustrative. Available features and implementation timelines depend on your EHR configuration. Individual results vary. All third-party trademarks are the property of their respective owners and do not imply endorsement. Mock intake text exchange depicted on this page is an illustrative conversation.