How to Build an AI Customer Onboarding Agent
An AI agent that handles new patient intake — collecting insurance details, gathering medical history, and scheduling the first appointment — so your front desk isn’t buried in paperwork before someone even walks in.
Three emails. Insurance verified, chart prepped, appointment booked — before the patient ever calls.
How it works
Create an intake agent at dashboard.carlyassistant.com. Connect your calendar, email, and CRM. The agent handles the full intake flow — collecting documents over email, verifying coverage, and booking the appointment. Full walkthrough: How to Create a Custom AI Email Agent.
What it connects to
Calendar: Google Calendar, Outlook Calendar
Email: Gmail, Outlook
CRM: HubSpot, Salesforce, Zoho, Pipedrive, Attio, Close, Follow Up Boss
Forms: Jotform, Typeform, Tally, SurveyMonkey
Messaging: Slack, Microsoft Teams, WhatsApp, Telegram
Files: Google Drive, Dropbox, Box, SharePoint
Payments: Stripe, Square
How practices use it
- New patient emails in — agent sends intake questions, collects insurance photos, verifies coverage, and books the first opening that fits their schedule
- Missing paperwork — agent follows up if insurance or medical history hasn’t come in yet, so the front desk doesn’t have to chase people down
- Referral from another provider — agent receives the referral, pulls the patient’s info, and reaches out to schedule without anyone picking up a phone
Build yours at dashboard.carlyassistant.com, or email carly@usecarly.com and describe what you need.
Related: How to Create a Custom AI Email Agent · What Are AI Agents · AI Email Agents for Small Business
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