Golden Horizons
CAPABILITY · VERTICAL-SPECIFIC
AI Patient Intake & Triage
Contraindication-aware intake that routes every prospect before a human touches the file.
Audit this workflow →What it does
Runs a structured intake collecting medical history, treatment interest, and contraindication flags. Routes clean leads to booking, flags clinical holds to the injector via team chat, and writes the intake record to your EHR. HIPAA-covered on HIPAA-eligible AI infrastructure.
Most med spa front desks are staffed by people who are good at scheduling, great at first impressions, and never trained to catch a contraindication. Fair enough. Catching contraindications was never their job. But the calls keep coming. A patient interested in Botox mentions she's on warfarin in passing. A laser consult candidate used a retinoid three days ago. A filler inquiry comes from someone who had a recent dental procedure and doesn't know whether that matters. It does matter, and the person answering the phone doesn't always know what to do with it.
The usual workaround is a paper or PDF intake form the patient fills out before the consult. Timing kills it. By the time the injector reads that form, the appointment is booked, the patient is in the chair, and rescheduling costs the practice a slot and the patient an afternoon. The flag needed to surface before the booking, not during it.
This build puts a structured intake in front of every inbound prospect, by web form, SMS, or voice, before a booking slot is ever offered. The intake collects treatment interest, medical history fields relevant to the treatment category, current medications, recent procedures, and skin history for laser candidates. When responses come in, the system routes automatically. Clean intakes with no flags go straight to the booking link. Intakes with a contraindication-relevant response get held, and a structured summary goes to the injector or nurse via team chat for a callback decision. That covers cases like blood thinners with injectables, isotretinoin or retinoid use ahead of laser, and recent filler proposed in overlapping zones. Ambiguous responses get a second-pass clarification question before routing.
The injector or nurse makes the clinical call. The system never does. Its job is making sure the right information reaches the right person before a slot gets committed, not after.
The build runs on HIPAA-eligible AI infrastructure under a signed Business Associate Agreement, so the PHI collected during intake, including names, health history responses, and contact info, stays inside HIPAA-covered infrastructure from first touch. Intake records write to your practice management system, Boulevard or Aesthetic Record depending on your stack, so the injector's chart prep starts with a pre-populated document instead of a blank form. Golden Horizons handles the BAA, the regulated deployment, and the integration wiring.
Use cases
- A patient books a Botox consult online but notes she takes a daily blood thinner. The intake flags the medication response, holds the booking, and pings the injector via team chat with the full intake summary for a pre-appointment callback.
- A laser hair removal inquiry comes in by SMS. The intake asks about isotretinoin and recent retinoid use, and the patient notes a topical retinol used two days prior. The system holds the booking and routes the flag to the nurse with a suggested reschedule window.
- A new patient submits a filler inquiry form. No contraindication flags fire. The intake writes to Aesthetic Record, and the patient gets a booking link directly, no front-desk review needed.
- A weight-loss lead fills out the intake with a history of thyroid medication and a prior GLP-1 prescription. The system flags the medication history for provider review and routes the lead to a medical-director callback queue instead of standard scheduling.
- A semi-permanent makeup inquiry arrives. The intake screens for blood-thinning medications, skin conditions in the treatment area, and prior permanent makeup. Clean responses route to a booking link. A flagged skin condition holds the booking and notifies the technician.
- An HRT consultation request lands after hours by web form. The intake collects hormone history, current medications, and relevant symptoms, writes the completed record to the EHR, and queues a provider callback for the next business morning. No slot offered until the provider reviews.
What’s included
- Fixed scope with written acceptance criteria before any build starts
- Customization layer for your brand voice and business rules
- Clean handover with documented runbook and live training
- Monthly ROI report for three months post-delivery
- Source code delivered to your GitHub on handover
What’s NOT included
- Third-party API subscription costs (billed to your accounts)
- Data migration from legacy systems
- Ongoing infrastructure costs after handover
HIPAA-covered when sold to a clinical entity. Pinned to approved cloud model access with executed BAA before go-live.
How clients use this
Fixed-scope build with clean handover, documented ownership, and optional support for monitoring, maintenance, and minor changes.
Part of
Used in: Dental Practices
Questions Med Spa Intake & Triage clients ask
Is the intake actually HIPAA-covered, and do we get a signed BAA?
Yes on both. The build runs on HIPAA-eligible AI infrastructure, a HIPAA-eligible service under Amazon's standard BAA. Before any PHI touches the system, meaning before the first patient fills out a form, you receive a signed Business Associate Agreement from Golden Horizons covering the build and the infrastructure. The BAA isn't an add-on. It's part of every med-spa engagement. Intake responses, health history fields, and contact data stay inside the regulated environment, and nothing routes through a non-covered third-party service for processing. If your practice has specific data residency requirements or an existing information security policy, we review it before scoping so the architecture matches your compliance posture from day one.
Does the system make clinical decisions, or is that still on our injector?
The system makes routing decisions, not clinical decisions, and the difference matters. When a patient discloses a blood thinner, the system flags that response and holds the booking. It never tells the patient whether Botox is safe, whether to pause the medication, or what the clinical risk is. It surfaces the information to your injector or nurse with enough context to make that call before the slot is committed. Clinical judgment stays with the licensed provider. Every flag results in a human review, not an automated approval or denial. If your clinical team wants to define additional flag categories or adjust routing thresholds, say flagging all patients on anticoagulants rather than only those on specific medications, we build to their specification.
What happens when a flagged intake needs an injector callback? Does the system handle that communication?
The system handles the notification and the hold, not the callback itself. When a flag fires, the injector or designated nurse receives a team chat message with the patient's name, the treatment they asked about, and a structured summary of the responses that triggered the flag. The message includes a direct link to the full intake record in your practice management system. The callback, the actual clinical conversation, happens between your provider and the patient by phone or through your existing messaging channel. After the callback, the provider can clear the patient for booking, which releases the booking link, or document the hold. The system tracks flag status so no flagged intake falls through the scheduling queue without a documented resolution.
Can this integrate with our existing practice management system?
The default integrations are Boulevard and Aesthetic Record, which cover most med-spa stacks. If your practice runs on a different platform like Jane App, Vagaro, or a custom EHR, we scope the integration during build kickoff. The intake record that writes to your PMS carries the fields your injectors already expect: patient name, contact info, treatment interest, and the structured health history responses. If your clinical team uses a specific chart template for pre-consult prep, we match the output format to that template so the injector isn't reading a foreign document. For practices that prefer keeping the intake record outside the PMS until provider review, the build can hold intake data in a reviewed queue and write to the chart only after the provider clears the flag.
How does the build handle liability? Are we exposed if the system misses a contraindication flag?
The build is a routing and documentation tool, not a clinical safety system, and the contract scopes it that way. The intake questions and the flag logic are defined by your clinical team during build kickoff. We implement what your injectors and medical director specify, not a generic contraindication library we invented, so the flag coverage is yours to define and yours to own clinically. The system's job is making sure every patient answer reaches the right person before a booking is confirmed. It won't catch contraindications your intake questions never asked about. Standard of care and clinical judgment stay with your licensed providers. We recommend having your medical director review the intake question set and routing logic before go-live, and we structure the build documentation to support that review.