Improve your provider assignment process and save up to 75% of work spent on prospective patients

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Prospective Patient Management 

How this Revolutionizes the Practice Workflow 

Today, receiving and managing prospective patients is a convoluted and labor-intensive process. The use of manual methods to field requests for services creates inefficiencies for providers and staff. 

You direct prospective patients to fill out their request for services through the inquiry form.


New requests enter the Prospective Patient database in Valant


Easy convert to patient (no manual entry needed!) 

You review new prospective patients and use Provider Match to find the optimal provider at your practice 



How it Works

Learn how to activate Prospective Patient Management today!

With Prospective Patient Management, your practice converts the manual back and forth to a digital, patient-driven workflow. 

Why Use Prospective Patient Management

Manage Prospective Patients

After your prospective patient fills out the inquiry form on your website,  a request for services is sent  directly to your Valant EHR 

Increase Retention

Our innovative algorithm matching allows you to find the right provider for any new patient based on treatment profile, preferences, expertise, and insurance.

Improve Provider Satisfaction

With Prospective Patient Management, your practice can manage all the new patient inquiries using a simple digital workflow.

What exactly is Prospective Patient Management?

Inquiry Form

A customizable, embeddable form that allows prospective patients to submit requests for services via your website, and will sync directly to your EHR 

Prospective Patient Database

Like a CRM, Prospective Patient Management includes a database to easily prioritize and manage all requests for services

Provider Match

Exclusive algorithm matching new patients with providers based on treatment profile, expertise, and insurance

More About How Prospective Patient Management Helps Your Practice

Save yourself long phone calls and mistake-ridden manual data entry. Embed or link your prospective patient inquiry form anywhere new patients might find you, and let the form do the rest. When a prospect fills it out, the information populates directly into your EHR’s prospective patient database, keeping those records separate from established patient records. The form invites users to request a time for an initial consultation so that you don’t have to play scheduling phone tag. When you’re ready to change a patient record from “prospect” to “established,” you can do so in one click.

Skip the Manual Entry Process

Instead of waiting for intake to very insurance coverage, learn a patient’s availability, and ask what kind of treatment they’re seeking, do it all at the first point of contact with your practice. Then, you can approach your potential patient with answers about what is covered and whether you offer the type of care they need.

Collect Important Data Before Intake

Need to upgrade your subscription? Request upgrade here

Prospective Patient Management is an Included Feature for all Power Subscriptions!

Valant’s patient/provider matching algorithm does the work of identifying which clinician best matches a given prospect’s needs. The algorithm factors in demographic information, insurance, treatment types, and the patient’s reported condition. Data-driven decisions about new patient placement lead to stronger patient engagement, happier clinicians, and overall better retention rates.

Improve Clinical Outcomes with Better Provider Matching

Read the Knowledge BaseLearn More

How To Get Started

Ask your Valant account manager to enable Prospective Patient Management for your account. This is included in your subscription if you are on the Power plan.
Not on the Power plan? 
Contact our subscription team about upgrading your account.


Adjust your settings - Treatment, Condition, and Appointment Types under Reference Data in Valant




To fully configure Prospective Patient Management for your practice, you will need user-level permission to access "Persons & Institutions" "Practice" and "Reference Data" 

a. Treatment Types refer to the types of services your practice offers. You will want to add to or edit the default listings. These will populate in the "Request for Services" section of your inquiry form. 

b. Condition Types refer to behavioral health conditions. You may want to add to or edit the default listings to match any conditions not represented for which your practice offers treatment. These will populate in the "Request for Services" section. 

c. Appointment Types refer to the list of appointment offerings you will allow prospective patients to select in the "Appointment Request" section. If you do not allow prospective patients to tentatively self-schedule their first appointment, you can skip this.

i. Only Demographics information is required to create a prospective patient. The other form sections are up to you - but the more information you collect, the better data available to make accurate provider assignment decisions! 

ii. If you include a "Custom" section, set up the custom fields and tabs that will pull into your form. Learn more on how to do that here.

iii. Edit the Page Header and section headers to match your practice language. These come with default messaging if you want to return to this later.

iv. Save your work!

c. Link to or embed your form

i. To keep it easy, add the "Prospective Patient Form URL" as a button on your website. Don't have a website? You can use this link in your provider listing on Psychology Today and other similar sites (you will add this link into the "website URL") 

ii. To embed the form so it shows up on the page in your site, copy embed code and add to an iFrame on your website.

Customize and link to the form - workflow, form sections under Persons & Institutions | Practice | Prospective Patients

a. Pick between two workflows

i. "Manage prospects in a queue" keeps all inquiries in the prospective patient database and allows you to convert them to patients when you are ready - this is recommended for most practices

ii.  "Bypass queue and automatically create a new patient" creates a patient record each time a new prospective patient submits a request for services (it will check for duplicates!) - this is recommended only for practices who accept every new patient request

b. Select your included form sections

Complete Provider Treatment Profiles under Persons & Institutions | Providers | Treatment Profile - not required set up, but highly recommended!

a. Provider Treatment Profiles are used to accurately assess alignment between new patients and your practices' providers. Even if you are a solo provider, filling out your treatment profile helps you assess which ones are a good fit for you to accept as new patients.

b. Treatment Profile is a NEW tab in Provider records. The following fields are used to calculate Provider Match:

i. Accepting New Patients - must be checked for provider to appear in Provider Match

ii. Age range treated - sliding bar indicating the range of patient ages a provider sees

iii. Provider Languages - only select languages offered by the provider

iv. Genders Treated - can "Select All" if applicable

v. Provider Race, Ethnicity, and Gender Identity - only select those applicable to provider

vi. Condition Types - Select level of experience for each condition and check if provider prefers not to treat a condition

vii. Treatment Types - Select level of experience for each treatment and check if provider does NOT offer a treatment type

c. Confirm contracted insurance settings for providers under Persons & Institutions | Insurance Companies

i. If your practice is self-pay only, you can skip this.

ii. Review providers that show up as checked under "Contracted?" for the correct insurances under the "Provider Information" tab.