Use case

Patient documents, collected securely and tracked.

Request intake forms, medical records and authorizations as tracked, per-item requests — over a private portal with a full audit log.

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The problem

Clinics, practices and health-services teams collect sensitive documents from patients, providers and payers, and every one carries a privacy obligation. Clivanta turns intake and records collection into structured, per-item requests over a secure portal, tracked from request to accepted document with an immutable log of who provided what and when. Instead of faxes and email attachments, staff see exactly which patient files are complete, outstanding or awaiting a signed authorization.

Intake forms and records collected over fax and unsecured email
Prior authorizations and referrals chased across phone and payer portals
No clear record of which consent or authorization was signed, and when
Sensitive patient documents sitting in staff inboxes

Where it fits

Patient intake & onboarding

Collect registration forms, insurance cards, ID and signed consent forms as one structured pack before the first appointment, so the front desk starts with a complete file instead of a clipboard.

Medical records requests

Request and receive records from prior providers and patients against specific items, each tracked to receipt, so nothing needed for care or billing goes missing.

Prior authorizations & referrals

Gather the supporting documents payers and specialists require, with reminders that chase the missing pieces before the appointment date.

Clinical trial & site documents

Collect regulatory and source documents from trial sites and investigators on a tracked, auditable basis, with every version and acceptance preserved.

Documents you'll collect

Patient intake / registration forms Insurance card & photo ID Signed consent & authorization forms Referral letters Prior medical records Lab & imaging reports

How Clivanta handles it

The same reliable loop, whatever you're collecting.

Per-item requests

Every ask is its own tracked item with a status, due date, files and version history.

Reusable packs

Standardise a request list once and launch it for every client, matter or vendor.

Automatic reminders

Escalating, per-item reminders chase what's outstanding so you don't have to.

Portal or reply-by-email

Counterparts upload through a magic-link portal, or simply reply by email.

Immutable audit trail

Every request, upload, version and acceptance is logged with actor and timestamp.

Scoped, secure access

Each party sees only their own items; internal notes and threads stay private.

Frequently asked questions

Is patient data handled securely?

Yes. Patients upload through a private, access-controlled portal rather than fax or email, documents are routed to the correct item, and every action is written to an insert-only audit log with the actor and a timestamp. That gives you a controlled channel and a defensible record to support your privacy obligations, instead of sensitive files scattered across inboxes.

Do patients need to create an account?

No. A patient opens their document checklist through a secure magic link with no signup, uploads from their phone, and their files are routed to the right item automatically. That keeps intake fast for patients while still keeping the channel controlled and logged.

Can we track signed consents and authorizations?

Yes. Each consent or authorization is its own tracked item, so you always know which patient has signed and when, and the accepted document locks with its version history. When a payer or reviewer asks whether an authorization was in place, the answer is a timestamped record.

Can we reuse one intake checklist across the practice?

Yes. You build a standard intake pack once and launch it for each new patient in seconds, so everyone is asked for the same forms in the same order. Updating the template never disturbs intakes already in progress.