BAEZ TECH SOLUTIONS

To support a therapist’s growing practice, we designed and implemented a fully automated onboarding process that eliminates repetitive admin work and ensures every client gets a consistent, professional experience from the start.

🎯 Goal:

Streamline the intake process—from initial form submission to client document creation and storage—without lifting a finger.

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🧠 Therapist-Focused Workflow Overview:

1. Google Forms
   Clients begin by completing a secure intake form online.
2. Zapier Formatter
   Captures and formats the submission timestamp for clean folder and file naming.
3. Google Drive
   A private client folder is created automatically for document storage.
4. Google Drive
   A shortcut is generated to keep internal records organized.
5. Google Drive
   Intake data is saved and organized into a structured document.
6. Google Docs
   A therapy intake document is auto-generated using a professional template with the client’s responses.
7. Google Drive
   The system locates the document for review or sharing.
8. Zapier Email
   An automated email sends the document to the therapist or admin staff for review and scheduling.
9. Google Drive
   A shortcut is created for easy access.
10. Google Drive
    File sharing permissions are set—ensuring confidentiality and HIPAA-aligned access.

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⏱️ Results:

• Cut onboarding time by over 80%
• No more manual document creation or folder setup
• Consistent, compliant documentation for every client
• Professional intake experience that builds client trust

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This therapist now spends more time with clients and less time with paperwork—thanks to automation.