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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See what people say
"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."
