Medical intake is a routine part of care, but it often creates friction for both patients and providers. From repeated forms to manual data entry, the process can slow down visits and introduce errors that affect care quality. 

Tebra surveyed 703 patients and 298 United States healthcare professionals in April 2026 to better understand how intake paperwork impacts experiences and where AI may fit in. The findings highlight both the burden of today’s systems and the nuanced expectations shaping the future of automation in private practices.

Even before a visit begins, administrative tasks can shape how patients feel about their care experience.

A striking 92% of patients reported being asked to refill the same intake paperwork at least once a year, with 37% completing it 3 or more times annually. This repetition added friction to what should be a straightforward process and contributed to growing frustration across all generations.

That fatigue showed up in patient behavior. About 27% of patients said they delayed, canceled, or avoided an appointment altogether to avoid paperwork, with higher rates among younger groups including:

The pressure to complete forms quickly also affected data quality. Nearly 1 in 5 patients admitted they had provided inaccurate or incomplete information because the process felt rushed or repetitive, increasing the risk of downstream issues in care delivery.

Operationally, many patients adjusted their routines to cope. More than half, 54%, said they often or always arrived early to complete paperwork, yet 27% reported that arriving early made their appointment experience worse, underscoring how intake processes can negatively shape the overall patient journey.

Interest in automation is growing, but comfort levels vary depending on how AI is used and who it affects.

Nearly half of patients, 45%, said they would use an AI assistant to auto-populate their medical intake forms. Adoption increased with age, from 41% of Gen Z to 43% of Millennials, 48% of Gen X, and 53% of Baby Boomers, suggesting older patients may be more open to reducing administrative burden through automation.

When it came to children’s healthcare, however, patients showed more hesitation. Just 29% of parents said they would allow AI to complete their child’s intake forms, reflecting a more cautious approach when sensitive information involves dependents.

Generational differences were also clear among parents. About 33% of Millennial parents expressed openness to AI-assisted intake for their children, compared to the following:

These gaps point to the importance of transparency and trust when introducing AI-driven solutions in private practices.

Behind the scenes, intake workflows create a significant operational burden that impacts staff efficiency and care delivery.

Healthcare practices spent an average of 13 hours per week processing, correcting, or following up on intake paperwork, which equated to nearly 4 months of full-time work each year. The burden was even higher in certain settings, including 20 hours per week in urgent care, 16.5 hours in primary care and family medicine, and 15 hours in internal medicine.

Errors in intake forms added to the strain. About 28% of forms contained mistakes requiring staff intervention before the patient could be seen, with rates broken down by specialty below:

These inefficiencies slowed workflows and increased administrative overhead.

In some cases, the consequences extended beyond operations. Around 18% of healthcare practices reported that intake errors had led to an adverse clinical event, such as the wrong medication being administered or an allergic reaction. This risk was most pronounced in multi-specialty and hospital systems at 27%, followed by primary care/family medicine at 19% and mental health at 10%, highlighting the critical role accurate intake plays in patient safety.

Reducing administrative burden in healthcare starts with rethinking how intake is handled. Patients are clearly frustrated by repetitive paperwork, and providers are spending significant time managing processes that could be streamlined. At the same time, openness to AI solutions signals an opportunity, but only if trust and transparency are prioritized.

Private practices that modernize intake workflows can improve both patient experience and operational efficiency. Thoughtful adoption of AI and automation has the potential to reduce errors, save time, and create a smoother path to care. As expectations continue to evolve, practices that strike the right balance between innovation and patient comfort will be best positioned to lead.

Tebra conducted two surveys to explore how Americans experience medical intake paperwork and how they feel about the prospect of AI taking it over. Among patients, we surveyed 703 Americans across four generations: Gen Z (15%), Millennials (49%), Gen X (26%), and Baby Boomers (11%). The patient survey explored how often they fill out intake forms, how long it takes, how accurate the information they provide is, and how comfortable they would be with an AI assistant pulling from their previous visit records, insurance files, health apps, or wearable devices to complete those forms. 

Among providers, we surveyed 298 US healthcare professionals spanning practice sizes from solo practitioners to large health systems and specialties including primary care, internal medicine, urgent care, mental health, and multi-specialty/hospital systems. The provider survey explored staff time spent on intake paperwork, error rates, the clinical and operational consequences of intake errors, and openness to adopting AI-powered intake. Data was collected in April 2026. Figures may not total 100% due to rounding.

Tebra, headquartered in Southern California, empowers private healthcare practices with AI and automation to drive growth, streamline care, and boost efficiency. Our all-in-one EHR and billing platform delivers everything you need to attract and engage your patients, including digital patient intake, online scheduling, reputation management, and digital communications.

Inspired by "vertebrae," our name embodies our mission to be the backbone of healthcare success. With over 165,000 providers and 190 million patient records, Tebra is redefining healthcare through innovation and a commitment to customer success. We're not just optimizing operations — we're ensuring private practices thrive.

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