Product Requirements Document

Intake-to-Exam Smart Notes

Automatically convert patient intake data into a ready-to-review initial exam note, eliminating double-entry and reducing after-hours charting.

Overview

This feature is called out internally as an "obvious" capability that is currently missing. It combines a modern digital intake experience (forms + e-signatures), a deterministic mapping layer (intake fields → note sections/clinical fields), and optional AI assistance for summarizing free-text answers.

Voice-of-customer signals that chiropractors value speed of documentation and minimizing after-hours charting, making documentation automation a meaningful competitive edge.

Objectives

1

Reduce note time 30–50%

Reduce provider time to complete an initial exam note by 30–50%.

2

Improve data accuracy

Improve intake data completeness and accuracy (less transcription error).

3

Modern workflow edge

Increase competitive parity while reinforcing ChiroHD's "modern workflow" positioning.

User Personas

Patient

Primary

Mobile-friendly intake and fewer clipboard moments.

Provider / Clinic Owner

Primary

Fast, high-quality initial exam notes with minimal cleanup.

Front Desk / CA

Primary

Predictable intake completion before arrival; fewer missing fields.

Compliance-minded Office Manager

Secondary

Required fields captured consistently for payers.

Functional Requirements

1

Intake packet templates (MVP)

Ship 3–5 configurable templates: New Patient Intake (general), Initial Exam (MSK), PI intake addendum, Consent + HIPAA acknowledgment (e-signature). Clinics can duplicate and customize.

2

Form delivery + completion tracking

Send intake links via SMS/email. Track status: Sent → Opened → In Progress → Completed. Reminder automation: nudge patient if incomplete within configurable window.

3

Deterministic mapping: Intake → Exam Note

Mapping UI for admins to define which intake questions feed which note sections (Subjective, History, ROS, Goals). Structured fields (DOB, occupation, injury date, pain scale). "Conditional insertion" rules.

4

Provider Review Mode

When intake is complete, create a draft initial exam note. Draft highlights provenance: "Patient-provided" and "Generated summary" tags. Provider can accept/edit sections and sign/lock.

5

AI-assisted summarization (optional, gated)

For free-text fields, generate concise clinical summary and suggested problem list. Must be review-first and never auto-finalize. Provide "AI off" mode for deterministic-only population.

6

Attachments + media

Intake supports patient upload of insurance card/ID and relevant prior imaging reports. Attach to patient record and visible from draft note review screen.

7

Compliance guardrails (MVP)

Required-field rules per intake template (clinic-defined). "Missing required info" banner before note finalization.

AI Safety & Quality Guardrails

  • AI content is assistive and must be reviewed; never auto-finalize documentation.
  • Store provenance for audit—clear UI showing "Patient-provided" vs "Generated summary" tags.
  • "AI off" mode available that still produces deterministic population.
  • HIPAA-grade security: encryption, audit logs, least-privilege access for intake data and signatures.

Success Metrics

Adoption

  • % of clinics enabling intake → note mapping within 60 days
  • % of initial exams created from intake drafts

Efficiency

  • Median time to complete initial exam note decreases by ≥30%
  • Reduction in "after-hours charting" self-report

Patient Experience

  • Intake completion rate ≥85% completed before arrival (for clinics using reminders)

Quality

  • Reduction in missing key history fields (baseline vs post-launch)

Rollout Plan (≤6 months)

Weeks 1–3

Design + Workflow Mapping

Identify top 20 intake fields that drive exam documentation across clinics.

Weeks 4–10

Build v1

Templates, delivery, tracking, mapping engine, draft-note creation, review mode.

Weeks 11–14

Pilot

5 clinics (mix of solo and multi-provider; include at least 1 PI-heavy clinic).

Weeks 15–18

Harden

Improve mapping UX, edge cases, audit logs, and template library.

Weeks 19–24

GA

Release + training content + in-app guidance.

Go-to-Market Strategy

"No more double-entry: intake becomes your exam note."

  • Demo flow: Show patient completing intake on mobile → provider opens pre-filled exam note → finalizes in minutes.
  • Bundling: Include in base platform; optionally gate AI summarization behind an "AI Assist" toggle/plan.

See the companion PRD: ChiroSwitch Migration Studio

Learn how these features fit into the AI-Forward PM Practice or read the competitive analysis.