A sign-up form that gives a clinic $12K a year back.
Staff used to read every request by hand. Now the form checks first, and only the people who qualify reach the desk.
HANDS Clinic gives free care to people in St. Lucie County who don’t have insurance. But before you can be seen, you have to qualify. For years, figuring out who qualified was a job someone did by hand.
Every request landed on one desk
The old sign-up form let anyone send a request. Every one of them went to the front desk, even from people who could never qualify. Someone who lived in another county? Their request landed on the desk. Someone who already had insurance? Same desk.
Staff read each one and sorted it by hand. And if someone gave up halfway through, the clinic never knew they had tried.
When we first met, we asked if the old website was bringing in patients, donors or volunteers. The answer was one word: “No.”
Seven questions do the sorting now
We built a new website with a smarter sign-up form. Instead of making staff figure things out later, the form asks seven easy questions up front, in plain words:
- Do you live in St. Lucie County?
- Do you have health insurance?
- Are you on Medicaid?
- Are you on Medicare?
- Do you get VA benefits?
- Are you between 19 and 64?
- How many people live in your home, and what do they earn?
Then one of two emails goes out
When someone finishes the form, it already knows the answer. So nobody is left waiting and wondering.
An email goes to the front desk the moment someone who fits finishes, so staff can call and book.
A kind email goes to the applicant during business hours, so it reads like a person wrote it.
What changed at the front desk
About 500 people have used the new form so far. The front desk only reads the ones who qualify. We estimate that gives back about $12,000 a year of staff time.
| What | Before | Now |
|---|---|---|
| New requests | Every one, from anyone | Only people who qualify |
| Sorting | Staff read each one by hand | The form checks seven things first |
| Not a fit | One more request in the pile | A kind email in office hours |
| Applicants | — | About 500 so far · counted |
| Staff time | Hours a week | About $12K a year back · estimated |
What this means for your business
You probably don’t run a free clinic. But most businesses have a step like this: a form, a phone call or an inbox that someone sorts by hand every day. Find that step, let the website do the sorting, and your people get their time back.
Where is your site losing people?
The score takes about a minute and only needs your business name.
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