How a multi-location medical practice eliminated paper intake forms and saved 3 hours of admin work daily

The problem

Hill Country Family Medicine runs four clinics across central Texas, with a combined patient volume of over 200 visits per day. Every new patient visit required a 6-page paper intake form, which staff then had to manually key into the EHR system — a process that took 8 to 12 minutes per patient.

The practice estimated that across all four locations, administrative staff spent a combined 12 hours per day on data entry alone. Errors were common: misspelled names, transposed insurance ID numbers, and missing allergy information created downstream issues that affected billing accuracy and patient safety. The paper-based process also frustrated patients, who often arrived early only to spend 20 minutes filling out redundant forms in the waiting room.

The solution

Hill Country Family Medicine deployed Borna Care's digital intake platform across all four locations over a two-week rollout.

• Custom digital forms were built to mirror the practice's existing intake workflow, including medical history, insurance verification, consent forms, and HIPAA acknowledgments
• Patients received a secure link via text message 24 hours before their appointment, allowing them to complete forms from home on any device
• Submitted data flowed directly into the practice management system, eliminating manual transcription
• Smart validation rules flagged incomplete fields, invalid insurance numbers, and missing signatures before submission
• Returning patients only needed to review and update their existing information rather than filling out forms from scratch

The results

After 60 days of full deployment, Hill Country Family Medicine measured the following improvements:

• Manual data entry decreased by 85% across all four locations
• Administrative staff reclaimed a combined 3 hours per day, redistributed to patient-facing tasks
• Form completion errors dropped by 91%, reducing rejected insurance claims
• Average patient check-in time decreased from 14 minutes to 3 minutes
• Patient pre-visit form completion rate reached 78%, meaning most patients arrived ready to be seen immediately

Our front desk used to be buried in paperwork. Now patients walk in, we verify their ID, and they're ready to be seen. It's completely transformed our workflow.

— Maria Gonzalez, Practice Manager, Hill Country Family Medicine