Back to CVC

School Patient Intake — Today & Tomorrow

Complete Vision Care · How the bulk pediatric school-roster workflow runs today, and three ways it can get better.

How it works today

A school sends back its annual roster via a Google Form. A technician dispatches the workflow, and the AI agent does the data entry inside RevolutionEHR.

Heads up: this flow is not fully complete or stress-tested yet, but this is how it would work.
SchoolReceives QR code, distributes to families
FamilyScans QR, fills out the school's Google Form
Google SheetResponses pile up in one row per family member
TechnicianManually dispatches the workflow when a school's sheet is ready
(this could also be automated)
AI AgentLogs into RevolutionEHR, finds the school's chart, reads existing family members
ServerFilters the sheet against the school's existing family members (skips duplicates)
AI AgentAdds each new family member via the EHR's “Add Family Member” modal
AI AgentFor each kid (new + already-existing), adds matched insurance to their chart

Benefits

Saves technician hours per school

A roster of 30 kids would take an hour or two of manual EHR entry. The agent does it without supervision once dispatched.

Insurance auto-matched

The agent matches free-text insurance values from the sheet against the practice's full insurance catalog, picks the right plan, and types it into the chart.

Per-school dedupe

If a child is already registered with the school in the EHR, they're skipped — no double-creates within a single school.

Audit trail

Every action the agent takes is logged with timestamps, the school chart it touched, and what data was written. Reviewable after the fact.

Pain points

Messy parent-entered data

Google Forms accept free text in every field. The “Insurance” column in real CVC sheets includes entries like “PAID 75 04/05-REFUNDED”, “MOM WANTS TO CANCEL”, and “Unknown or Uninsured” — none of which are actual insurance values. We absorb that with heuristics, but each new variant is a guess.

Cross-school duplicates

If a child transferred from School A to School B, today's check only sees School B's family members. The child gets created twice in the EHR (once per school).

Manual dispatch

A technician has to remember to run the workflow per school once a sheet is ready. If they forget, the roster sits idle.

Compound surnames are guessed

Names like “Mia Perez Maradiaga” are split on the last space — first=“Mia Perez”, last=“Maradiaga”. For Hispanic compound surnames the right split is often the other way (“Mia” / “Perez Maradiaga”). The form has no way to disambiguate.

Real example from a recent test run.A roster of 10 kids: 3 already in the EHR (correctly skipped), 7 to create. Of those 7, 5 came in with “no useful insurance value” because the sheet's Insurance column had technician notes (“REFUNDED”, “MOM WANTS TO CANCEL”) instead of an actual plan name. The agent left insurance blank for those, as designed — but parents filling out a real form should never be writing “REFUNDED” in an insurance field.