IntakeIQ Master Context Document

Comprehensive Reference — Product, Business, Technical & Strategic Context
Written: 2026-03-31
Intelligent Intake. Effortless Care.

Table of Contents

  1. What IntakeIQ Does and the Problem It Solves
  2. Core Mission, Vision, and Positioning
  3. How the Product Works and Key Features
  4. Ideal Customers and Market Segments
  5. Unique Differentiators and Competitive Advantages
  6. Competitor Landscape
  7. Current Stage, Funding Status, and Business Model
  8. Product Roadmap and What Is Being Built
  9. Go-to-Market Strategy
  10. Key Messaging, Language, Tone, and Communication Style
  11. Financials, Metrics, and Traction Data
  12. Team, Founders, and Key Stakeholders
  13. Investor/Client/Stakeholder-Facing Materials
  14. Partnerships, Customers, and Pilots
  15. Technical Architecture, Systems, and Infrastructure
  16. Goals, OKRs, and Success Metrics
  17. Risks, Challenges, and Open Questions
  18. Additional Material

1. What IntakeIQ Does and the Problem It Solves

The Problem

The dental industry is trapped in a paper-and-clipboard intake workflow that has barely changed in decades. The current state:

What IntakeIQ Does

IntakeIQ is an AI-powered dental intake automation platform that replaces the entire clipboard-to-chair workflow with a digital, intelligent, mobile-first experience.

The patient receives a link (via SMS, email, or QR code) before their appointment. They complete a conversational intake form on their phone in approximately 3-5 minutes. They photograph their insurance card, and AI extracts the insurance data via OCR. Their medical history is analyzed for clinical flags (drug interactions, conditions requiring precaution). A digital consent with e-signature is captured. By the time the patient arrives, the practice has a complete, verified, chair-ready patient profile.

Tagline: Intelligent Intake. Effortless Care.

2. Core Mission, Vision, and Positioning

Mission

Eliminate the clipboard from every dental practice in America by making patient intake intelligent, instant, and invisible.

Vision

Become the standard-of-care intake platform for the entire dental industry -- the layer between the patient and the practice that ensures every visit starts with complete, verified, clinically-reviewed information.

Positioning

IntakeIQ is positioned as the only AI-native, dental-specific intake automation platform. It occupies a unique quadrant in the competitive landscape:

No competitor currently occupies this same intersection. Phreesia is AI-capable but medical-first. NexHealth is modern but not AI-native. Dentrix and Open Dental are dental-specific but traditional.

Brand Identity

Brand Palette (Clinical + Premium)

RoleColorHex
PrimaryDeep Teal#0A6E7A
SecondaryNavy#0D1B2A
AccentSoft Gold#D4A843
SuccessEmerald#2E8B6E
LightOff-white#F7F9FC
MutedSlate#64748B
GradientTeal-to-Navylinear-gradient(135deg, #0A6E7A, #0D1B2A)

Font Stack

-apple-system, BlinkMacSystemFont, 'Segoe UI', Helvetica, Arial, sans-serif

3. How the Product Works and Key Features

Patient Intake Flow (7 Steps)

  1. Welcome -- Warm greeting, sets expectation ("about 5 minutes").
  2. Privacy Notice -- HIPAA privacy disclosure with expandable details. Patient acknowledges data collection. Explains AES-256-GCM encryption, access controls, no data selling, patient rights, and HIPAA compliance.
  3. Personal Information -- Conversational chat-style UI. Bot asks questions one at a time: first name, last name, email, phone, date of birth, reason for visit. Patient types answers in a chat bubble interface with typing indicators and smooth animations.
  4. Insurance Card Capture -- Patient photographs front and back of insurance card. AI OCR extracts carrier, member ID, group number, subscriber name, coverage type, copay, deductible, and annual maximum. Patient can verify/edit extracted data. Option to skip.
  5. Medical History -- Toggle-based form for 10 medical conditions (heart disease, diabetes, high blood pressure, bleeding disorder, blood thinners, asthma, epilepsy, hepatitis, HIV, joint replacement). Free-text for medications and allergies. Pregnancy toggle. AI Alert appears when flagged conditions are detected -- notifies patient that information will be flagged for provider review.
  6. Consent & Signature -- Full informed consent text (8 sections covering examination, treatment, medications, risks, alternatives, photographs, treatment changes, financial responsibility). Agreement checkbox. Canvas-based digital signature pad (mouse and touch). Confetti animation on submission.
  7. Complete -- Animated checkmark. Summary of submitted information. "Time saved" badge showing estimated minutes saved vs. traditional intake. Option to view full submission summary. Start Over button (demo mode).

Office Dashboard

The practice-facing dashboard includes:

Key Features Summary

FeatureDescription
Smart Intake FormsConversational, mobile-first, adaptive forms
Insurance Card OCRPhoto capture with AI data extraction
Real-Time VerificationInsurance verified before patient arrives
AI Medical HistoryDrug interactions and clinical risks flagged automatically
Office DashboardDaily patient queue, intake status, verifications at a glance
PMS Auto-SyncBi-directional sync with Open Dental, Dentrix, and others
QR Code Check-InGenerate/print QR codes for walk-in intake
E-SignaturesCanvas-based digital consent signatures
Multi-Language SupportPlanned for intake forms
HIPAA ComplianceEncryption, audit logs, access controls, session timeouts

ROI Calculator

Built-in interactive ROI calculator on both the marketing site and the app:

4. Ideal Customers and Market Segments

Total Addressable Market

MetricValue
Active Dentists (US)200,000+
Dental Practices (US)120,000+
Dental Software TAM$15.6B
Still Using Paper Intake82%

Ideal Customer Profile (ICP)

Primary: Independent Dental Practices and Small Groups (1-5 locations)

Secondary: Emerging DSOs (Dental Service Organizations, 10-50 locations)

Tertiary: Large DSOs (100+ locations)

Key Decision Maker Titles

Disqualification Signals

5. Unique Differentiators and Competitive Advantages

The "Only" Statements

  1. Only AI-native dental intake platform. Not a generic form builder with dental templates -- built from the ground up with AI at the core (Claude API for medical history analysis, AWS Textract for OCR).
  2. Only platform that combines intake + OCR + eligibility + AI medical analysis in a single product. Competitors require 3-4 separate vendors.
  3. Only conversational intake experience for dental. Chat-style, one-question-at-a-time interface. Not a static form with 40 fields on one page.
  4. Only platform that provides AI-powered clinical flags before the patient reaches the chair. Flags drug interactions, conditions requiring precaution, and allergy alerts.
  5. Dental-native, not medical-adapted. Understands CDT codes, dental-specific insurance structures, frequency limitations, and dental clinical workflows.

Key Moat Components

The Gap IntakeIQ Fills

Today, a practice using best-of-breed tools needs: Dentrix (PMS) + NexHealth (forms) + Vyne Dental (verification) + Weave (communications). Four vendors, four logins, four invoices, zero AI. IntakeIQ consolidates the intake-to-chair workflow into a single AI-native platform that integrates with the existing PMS.

6. Competitor Landscape

Market Map (4 Categories)

CategoryPlayersIntakeIQ Relationship
Practice Management Systems (PMS)Dentrix (35% share), Eaglesoft, Open Dental, tab32IntakeIQ integrates with these -- replaces their intake module, not the PMS
Patient EngagementNexHealth ($100M+ raised), Weave (NYSE: WEAV, ~$1.2B), Solutionreach, RevenueWellCompete on forms, but forms are a secondary feature for them
Insurance VerificationVyne Dental, Dental Intelligence, clearinghouse-native toolsPoint solutions with no intake link
Communications & VoIPWeave, Podium, BirdeyeBolt-on forms, not AI-powered

Key Competitor Profiles

Dentrix / Dentrix Ascend (Henry Schein, NASDAQ: HSIC)

NexHealth (Andreessen Horowitz backed, $100M+ raised)

Yapi ($250-$400/mo)

Weave (NYSE: WEAV, ~$1.2B market cap)

Phreesia (acquired by TPG Capital, ~$2.3B)

Open Dental ($179/mo)

Feature Comparison Matrix (14 Features)

IntakeIQ has full support across all 14 intake-critical features. No competitor matches:

Positioning Map

Generic HealthcareDental-Specific
AI-NativePhreesiaIntakeIQ
TraditionalWeave, NexHealthDentrix, Yapi, Open Dental, tab32

IntakeIQ occupies the upper-right quadrant alone.

7. Current Stage, Funding Status, and Business Model

Current Stage

Business Model: SaaS Subscription

PlanMonthly PriceTarget
Starter$199/moSolo practices, digital intake + SMS + e-signatures + basic analytics, up to 100 patients/mo
Professional (Most Popular)$279/moGrowing practices, everything in Starter + OCR + eligibility + AI medical analysis + PMS sync + unlimited patients
Enterprise$349+/moMulti-location / DSOs, everything in Professional + multi-location + multi-PMS + dedicated success manager + custom API + SSO/SAML + SLA

Founding Cohort

The database schema includes a founding_cohort plan tier, suggesting a special early-adopter pricing or access tier.

Add-On Revenue Streams (Planned)

Based on the pricing sheet structure:

All plans include a 30-day free pilot. No credit card required.

8. Product Roadmap and What Is Being Built

Current State (MVP)

The application is built as a Next.js 16 web application with:

Near-Term Roadmap (Inferred from TODOs and Architecture)

  1. Authentication System -- JWT/session-based auth with role-based access control (OWNER, ADMIN, DENTIST, HYGIENIST, FRONT_DESK). Currently commented out in middleware.
  2. Database Persistence -- Connect API routes to Prisma ORM for actual data storage. Migrate from SQLite to PostgreSQL for production.
  3. Real OCR Integration -- Replace simulated OCR with AWS Textract. Encrypt images with AES-256-GCM, upload to HIPAA-eligible S3, process, and delete.
  4. Insurance Eligibility Verification -- Integrate with Vyne Dental or similar clearinghouse API for real-time eligibility checks.
  5. PMS Integrations -- Open Dental API (first target, open API), then Dentrix and Eaglesoft.
  6. SMS/Email Delivery -- Twilio integration for sending intake links to patients before appointments.
  7. Stripe Billing -- Payment processing for subscription plans.
  8. Production Deployment -- AWS HIPAA-eligible infrastructure, KMS for key management, CloudWatch for audit logs.

Long-Term Features (Referenced in Marketing)

9. Go-to-Market Strategy

Three-Phase Distribution Model

Phase 1: State Dental Associations (Months 1-6)

Phase 2: DSO Expansion (Months 4-12)

Phase 3: ADA Endorsement & National Scale (Months 12-24)

Target Conferences (12 High-Impact Events)

ConferenceWhenAttendeesBooth Cost
SmileCon (ADA Annual)Oct 202630,000+$15K-$50K
Plus 11 additional dental industry conferences selected for ICP alignment

Sales Motion

Sales Playbook (Built)

A full sales playbook document exists covering:

10. Key Messaging, Language, Tone, and Communication Style

Core Messages

Always Say

Never Say

Tone

Key Proof Points (Demo Data)

11. Financials, Metrics, and Traction Data

Revenue Model

PlanMonthlyAnnual
Starter$199$2,388
Professional$279$3,348
Enterprise$349+$4,188+

ROI Model for Typical Practice

(15 new patients/week, $22/hr staff, 18 min current intake, 10% denial rate)

Based on the built-in ROI calculator:

Traction

12. Team, Founders, and Key Stakeholders

Founder

Peter Ferrante is building IntakeIQ alongside Perri Corsello. Also simultaneously building:

Working from macOS using Claude Code CLI as primary development tool. Non-developer background -- relies on AI-assisted development.

No additional team members disclosed.

13. Investor/Client/Stakeholder-Facing Materials

All deliverables are standalone HTML files with inline CSS, responsive design, print stylesheets, and the IntakeIQ brand palette. Located in /Users/peterferrante/Documents/AXIS/projects/dental-intake/docs/:

DocumentFilePurpose
Executive Summaryexecutive-summary.htmlOne-page investor overview, print-ready
Business Planbusiness-plan.htmlFull business plan with market data, financials, timeline
Investor Pitch Deckpitch-deck.html11+ slide interactive presentation
Go-to-Market Guidego-to-market-guide.htmlConference targets, sales phases, channel strategy
Competitive Analysiscompetitive-analysis.htmlMarket map, 7 competitor profiles, feature matrix, battlecards
Product Overviewproduct-overview.htmlFeature details, patient journey, integrations, ROI
Pricing Sheetpricing-sheet.html3-tier pricing, add-ons, ROI data, FAQ
Sales Playbooksales-playbook.htmlICPs, sequences, objections, discovery, demo, LinkedIn scripts
Compliance Guidecompliance-guide.htmlHIPAA technical safeguards, data flow, audit, BAA info

Additional Marketing Assets (In-App)

AssetLocationPurpose
Landing Pageapp/landing-page.htmlStatic marketing landing page
Office Dashboard Demoapp/web-app.htmlInteractive dashboard prototype
Patient Intake Demoapp/demo-intake.htmlMobile-frame intake flow demo

14. Partnerships, Customers, and Pilots

No disclosed partnerships, customers, or active pilots at this stage.

Target Integration Partners

PartnerTypePriority
Open DentalPMS (open API)First target
Dentrix / Dentrix AscendPMSHigh priority
EaglesoftPMSMedium priority
Vyne DentalInsurance verificationHigh priority
StripePayment processingRequired for launch
TwilioSMS deliveryRequired for launch
AWS (HIPAA-eligible)InfrastructureRequired for launch
Anthropic (Claude API)AICore dependency

15. Technical Architecture, Systems, and Infrastructure

Technology Stack

LayerTechnology
FrameworkNext.js 16+ (App Router)
LanguageTypeScript
UIReact 19, Tailwind CSS 3.4, Framer Motion 12
Database (Dev)SQLite via better-sqlite3 + Prisma adapter
Database (Prod)PostgreSQL (planned)
ORMPrisma 7.6 with generated client
ValidationZod 4
AuthNextAuth (planned, not yet implemented)
Password Hashingbcryptjs
QR Codesqrcode.react
Data FetchingSWR
Unique IDsuuid
AIClaude API (Anthropic) -- planned
OCRAWS Textract -- planned (currently simulated)
SMSTwilio -- planned
PaymentsStripe -- planned
InfrastructureAWS HIPAA-eligible -- planned

Database Schema (6 Models + Audit Log)

Practice -- Multi-tenant root entity. Fields: name, phone, email, address (JSON), timezone, logo, plan (founding_cohort/starter/professional/enterprise), settings (JSON).

User -- Practice staff. Fields: email (unique), passwordHash, firstName, lastName, role (OWNER/ADMIN/DENTIST/HYGIENIST/FRONT_DESK), avatarUrl, isActive, lastLoginAt. Cascading delete from practice.

Patient -- PHI fields encrypted at application layer (firstName, lastName, email, phone, dateOfBirth). Additional: gender, address (JSON encrypted), emergencyContact (JSON encrypted).

Form -- Customizable intake forms. Fields definition stored as JSON array of FormField objects (type: text/email/phone/date/select/textarea/toggle/signature).

IntakeSession -- Core workflow entity. Links practice, patient, and form. Tracks status (PENDING/IN_PROGRESS/COMPLETED/REVIEWED/EXPIRED), currentStep, responses (JSON blob), flags (JSON array), appointmentDate, timestamps, reviewer.

InsuranceVerification -- One-to-one with IntakeSession. Tracks carrier, memberId (encrypted), groupNumber (encrypted), subscriberName (encrypted), coverageType, copay, deductible, annualMax, card image URLs, verification status.

AuditLog -- Append-only HIPAA compliance table. Fields: timestamp, action, resourceType, resourceId, userId, userRole, practiceId, ipAddress, userAgent, success, details (JSON). Indexed on practiceId, userId, action, timestamp. Must be retained for 7 years minimum.

Database Indexes

Optimized for common query patterns:

API Routes

EndpointMethodPurposeAuth Required
/api/intake-sessionsPOSTCreate new intake session (QR code / manual)No (patient-facing)
/api/intake-sessionsGETList sessions for practiceYes (TODO)
/api/patientsPOSTCreate patient from intake submissionNo (patient-facing)
/api/patientsGETList patients for practiceYes (TODO)
/api/insurance/ocrPOSTProcess insurance card imageNo (patient-facing)
/api/roiPOSTCalculate ROI (no PHI)No (public)

HIPAA Technical Safeguards

Encryption

Security Middleware

Applied to all routes via Next.js middleware:

Audit Logging

Session Timeout

Input Sanitization

Additional HIPAA Measures

Project Structure

dental-intake/
  CLAUDE.md                          # Project rules and brand config
  docs/                              # All business deliverables (HTML)
  app/                               # Next.js application
    package.json
    .env.example
    prisma/
      schema.prisma                  # Database schema (6 models + audit log)
      seed.ts                        # Demo data seeder
      migrations/                    # SQLite migration SQL
    src/
      middleware.ts                  # HIPAA security headers + auth gate
      types/index.ts                # Core TypeScript types and enums
      generated/prisma/             # Prisma generated client
      lib/
        db.ts                       # Prisma client singleton
        encryption.ts               # AES-256-GCM PHI encryption
        audit-log.ts                # HIPAA audit logging
        sanitize.ts                 # Input sanitization and validation
        session-timeout.ts          # Client-side HIPAA session timeout
        ocr-simulator.ts            # Mock OCR (dev only)
        demo-data.ts                # Comprehensive demo dataset
      hooks/
        useIntakeFlow.ts            # Intake step state machine (useReducer)
        useDemoMode.ts              # Demo mode detection and data
      app/
        layout.tsx                  # Root layout (Geist fonts)
        api/
          intake-sessions/route.ts  # Create/list intake sessions
          patients/route.ts         # Create/list patients (with encryption)
          insurance/ocr/route.ts    # Insurance card OCR processing
          roi/route.ts              # ROI calculator (public endpoint)
      components/
        intake/
          IntakeFlow.tsx            # Main intake orchestrator
          ConversationalStep.tsx    # Chat-style form UI
          InsuranceCardCapture.tsx  # Insurance card upload + OCR
          MedicalHistoryForm.tsx    # Medical history toggles + AI alert
          ConsentStep.tsx           # Consent text + signature canvas
          IntakeComplete.tsx        # Completion screen + summary
          PrivacyNotice.tsx         # HIPAA privacy disclosure
        dashboard/
          AppSidebar.tsx            # Dashboard navigation sidebar
          StatsCards.tsx             # KPI stat cards
          SessionQueue.tsx          # Today's intake session queue
          PatientTable.tsx          # Patient list with search
          QRCodeGenerator.tsx       # QR code generation + download + print
        marketing/
          Hero.tsx                  # Landing page hero section
          FeatureGrid.tsx           # Feature showcase grid
          PricingTable.tsx          # 3-tier pricing display
          DemoEmbed.tsx             # Interactive demo iframe embed
          CTASection.tsx            # Call-to-action section
        roi/
          ROICalculator.tsx         # Interactive ROI calculator

Environment Variables

DATABASE_URL              # PostgreSQL connection (production)
PHI_ENCRYPTION_KEY        # 32-byte base64 AES-256 key
NEXTAUTH_SECRET           # Auth session secret
NEXTAUTH_URL              # Auth callback URL
ANTHROPIC_API_KEY         # Claude AI
AWS_ACCESS_KEY_ID         # AWS services
AWS_SECRET_ACCESS_KEY
AWS_REGION                # us-east-1
AWS_KMS_KEY_ID            # Encryption key management
AWS_S3_BUCKET             # Insurance card images
STRIPE_SECRET_KEY         # Billing
STRIPE_WEBHOOK_SECRET
TWILIO_ACCOUNT_SID        # SMS
TWILIO_AUTH_TOKEN
TWILIO_PHONE_NUMBER
APP_URL
NODE_ENV
SESSION_TIMEOUT_MINUTES   # Default: 15
AUDIT_LOG_DESTINATION     # console | cloudwatch | database

Seed Data

The database seeder creates a realistic demo environment:

16. Goals, OKRs, and Success Metrics

Product Metrics (Target)

MetricTarget
Average intake completion time< 5 minutes
Insurance OCR accuracy> 95%
Insurance eligibility auto-verification rate> 90%
Patient intake completion rate> 85%
Clinical flag detection accuracy> 98%
System uptime99.9%

Business Metrics (Target)

MetricTarget
Pilot-to-paid conversion> 60%
Monthly churn rate< 3%
Net Revenue Retention> 120%
Time to first value (pilot)< 7 days

Launch Milestones (Inferred)

  1. Complete authentication system
  2. Connect API routes to database
  3. Integrate real OCR (AWS Textract)
  4. First PMS integration (Open Dental)
  5. Deploy to HIPAA-eligible AWS infrastructure
  6. Launch 30-day free pilot program
  7. First 10 paying customers
  8. State dental association partnership
  9. SOC 2 Type II certification

17. Risks, Challenges, and Open Questions

Technical Risks

Business Risks

Open Questions

  1. What is the funding strategy? Bootstrapped, angel, seed, or venture?
  2. When is the target launch date for the pilot program?
  3. Is there a landing page or waitlist collecting leads?
  4. What is the pricing validation -- have potential customers been shown the $199-$349 range?
  5. Who is handling HIPAA compliance review and BAA generation?
  6. What is the AI model being used for medical history analysis -- Claude, fine-tuned model, or rule-based?
  7. Is there a mobile app planned or is the product web-only?
  8. What is the data retention and deletion policy for PHI?

18. Additional Material

Document Standards

All HTML deliverables follow these rules:

Demo Mode Architecture

The application supports a useDemoMode hook that detects /demo/* routes and provides pre-populated demo data (8 patients, 6 sessions, 3 verifications, 1 form schema) without requiring database access. This allows the entire application to function as a self-contained demo.

Intake Flow State Machine

The intake flow uses a useReducer-based state machine with 7 actions:

State tracks: currentStep, responses (Record), insuranceData, signature, isComplete, startTime, consentAccepted. Progress percentage is derived from step index.

CLAUDE.md Configuration

The project root CLAUDE.md serves as the authoritative brand and technical configuration:

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