The following is a guest article by Thomas Urie, President and COO at FormAssembly
Over the last decade, healthcare has undergone what looks, from the outside, like a significant digital transformation. Patients can easily register themselves online, schedule and manage their own appointments, and access records through their portals. But while the industry has come a long way in a relatively short amount of time, much of that transformation was largely superficial.
In many cases, only certain elements of these systems went digital without ever being connected to one another and without fully taking into account the overall patient experience. The result? Online forms that go nowhere, patients having to re-enter the same information twice, or staff being left to reconcile records that should have synced automatically in the first place.
Much of this is a consequence of how healthcare’s digital transformation has unfolded. The pandemic forced organizations to digitize patient access almost overnight, leading to rapid investments in online scheduling, patient portals, virtual care, and digital registration. According to a GlobalData report, 80% of surveyed healthcare industry professionals stated that the pandemic accelerated their organization’s digitalization process.
Those efforts were both necessary and remarkably successful given the circumstances. But they also prioritized speed over integration. Individual systems were modernized to solve immediate operational challenges, often without fully considering how those systems would be integrated, or the workflows that would need to be automated to create an effective long-term solution.
The result is a patient experience that often appears modern on the surface. However, if it’s not integrated on the back-end, a modern front-end can actually make things worse. A patient may complete registration before an appointment only to answer many of the same questions again at check-in because information does not flow cleanly between systems – none of it is as seamless as it should be.
A survey of more than 1,000 patients found that nearly three-quarters had filled out a duplicate form, and 42% spent six minutes or more recounting their medical history at every appointment because their data wasn’t integrated. Front-office staff feel this frustration too, spending valuable time reconciling records, collecting missing details, and helping patients navigate processes that remain surprisingly manual beneath a digital surface. A separate survey found that 76% of healthcare leaders say their organizations are overwhelmed by administrative workloads, which create backlogs, contribute to burnout, and introduce real operational risk.
The emergence of AI agents presents an opportunity to move beyond simply digitizing existing workflows and begin redesigning them. Rather than asking patients to complete a form that will ultimately go nowhere, an intelligent intake agent could conduct a conversation that adapts in real time, asking follow-up questions when information is incomplete, clarifying ambiguous responses, and collecting relevant clinical information before the visit begins. Instead of replacing staff, these systems have the potential to reduce repetitive administrative work while allowing clinical teams to focus on patient care – an issue of particular importance as the U.S. faces a steep healthcare worker shortage.
Despite the challenges of workforce shortages and administrative burden, healthcare organizations still face expectations to offer a more consumer-friendly patient experience. People have become accustomed to digital interactions in nearly every aspect of their lives, but patient experience remains one of the last major touchpoints, often feeling disconnected from those expectations.
Successfully modernizing the front end of healthcare will require more than adopting AI. Organizations must ensure these systems operate within rigorous governance frameworks that protect patient privacy, comply with HIPAA requirements, and provide transparency into how patient information is collected, processed, and used. Trust will be just as important as technology.
That trust extends well beyond compliance. In a sector like healthcare, accuracy is critical to ensuring proper patient care, a theme that’s even found its way into pop culture. The HBO series The Pitt introduced audiences to the concept of AI scribes in clinical settings. As depicted in the show, these tools are highly accurate, but not infallible. This is important because an inaccurate medical record written by AI can carry serious consequences for both patients and healthcare providers. It’s likely why 70% of surveyed physicians cite accuracy and reliability as their top barriers to AI adoption. Yet, despite that hesitation, nearly all respondents said they’re already using AI in their practice or are actively interested in doing so. With the right implementation, AI has real potential to ease administrative burden and reduce physician workload while improving the patient experience and clinical outcomes.
Perhaps the greatest opportunity lies in accessibility, improving access for the patients who struggle most with today’s intake process. Older adults, patients with limited digital literacy, individuals who speak English as a second language, or someone who simply forgets to mention an important medication because a form never prompted the right follow-up question, all stand to benefit from a more adaptive, conversational experience.
Healthcare’s first wave of digital transformation focused on making patient access digital. The next phase should focus on making it smarter and more integrated, treating the front-end experience as the beginning of the patient journey rather than a separate, disconnected step. Getting that transition right could both reshape the intake process and set a new standard for how the entire care journey begins.
About Thomas Urie
With over 20 years of leadership experience, Thomas Urie has a strong track record in driving growth and operational success across several technology organizations. Today, he serves as President and Chief Operating Officer of FormAssembly, the secure data collection platform built for organizations that manage mission-critical workflows. FormAssembly is trusted by thousands of customers in regulated industries, including healthcare organizations such as CVS Health, Aetna, and UnitedHealth Group. Using FormAssembly, these organizations can collect patient information securely and compliantly, while ensuring accurate, structured data flows seamlessly into EHRs, Salesforce, and other critical systems from the start. To learn more about FormAssembly’s work with healthcare organizations, please visit the FormAssembly website.
