One grid answers the question your front desk asks forty times a week: has this person returned the forms your practice requires. Rows for people, columns for the forms you ask for, and a status in every cell, updated as things come back rather than reconstructed at the counter.
Start from the Eligibility Insight Dashboard. It is a live Taskade Genesis app that shows at a glance which records are complete and which are not, which is precisely the view this tracker needs behind it. Explore it, then clone it into your own workspace in about ten seconds and rename its columns to the documents your practice actually collects.
The build gives you a form register listing every document you ask for and which visit types require it, a per-person record with received dates, a version field so you know which edition of a form somebody returned, an outstanding list that drives the chasing, and an AI agent that reads returned documents and updates the status rather than waiting for someone to tick a box. Old versions matter more than people expect: when you update a form, the app can show who is still on the previous one.
The register works in several shapes:
- Table view as the grid of people against forms with status in each cell
- List view as a plain chase list of everything still outstanding
- Board view to move a document through sent, returned, and filed
- Calendar view to see outstanding items against upcoming appointments
- Plus the rest of the 7 project views
Automations keep the grid current. On paid plans, Taskade automations send the right forms when a visit type is booked, mark items received when a document arrives, and remind anyone outstanding before their appointment. Across 100+ bidirectional integrations, Gmail and your booking tool pull returns and bookings in while email pushes requests out.
The AI agents carry 34 built-in tools including file analysis. A returned PDF is read, matched to the right person and the right form, and the status is updated with the source document attached, the same reading approach described in document intake.
Workspace DNA is what keeps the grid true without anyone maintaining it. Memory holds every document you ask for, every version of it, and what each person has returned. Intelligence, drawing on 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, reads an incoming document, works out who and what it belongs to, and updates the cell. Execution requests, reminds, and marks received, so the register reflects reality rather than the last time somebody tidied it.
Running it in your practice
- Write the register first. Every document you ask for, why you ask for it, and which visit types require it. The list is usually shorter than expected.
- Clone the app and import your current status. Even a rough starting position is better than beginning from empty, and the agent can read an existing spreadsheet.
- Turn on version tracking. The moment you update a form, you will want the list of everyone still on the previous edition.
- Automate the request on booking. On a paid plan the right documents go out with the confirmation, which removes the largest source of outstanding items.
- Filter to tomorrow every afternoon. The outstanding cells for tomorrow are a short call list rather than a surprise at the counter.
The question that used to require opening a drawer becomes a glance at a row.
Clone the app, invite your team, and the register is yours. Which forms you require, how long you keep a returned document, and who can open it are decisions your practice makes and changes when it wants.
Explore further: file uploads for the return path, the Community Gallery for trackers other practices publish, or create to start from your own description. This pairs with assembling packets by visit type, which decides what each person is asked for, and with chasing missing intake information for everything still open.
Frequently Asked Questions
Does this handle signatures?
It tracks whether a document your practice requires has been returned, and stores what came back. If you use a signing tool today, keep it and connect it through the 100+ bidirectional integrations so the return updates the grid automatically.
What happens when we update a form?
The register keeps a version on each returned document, so you can filter to everyone still on the previous edition and send the new one. That query is the reason most practices build this in the first place.
Can requirements differ by visit type?
Yes. Each form in the register lists which visit types require it, so a routine appointment does not generate a request for documents that only apply to a first consultation.
How do returns get marked received?
Three ways: automatically when a document arrives at the address you connect, automatically when someone uploads through your link, or manually by a staff member. All three write the same status and date.
Can we see this for a whole day of appointments at once?
Yes. Filter the table to tomorrow's bookings and the outstanding cells stand out immediately. Most front desks run that filter as part of the daily huddle.
Does the app decide whether a form is legally sufficient?
No. It records what was sent, what came back, and when. Whether a document meets your obligations is a question for your practice and its advisers, and the app makes no claim about it.
Where do the returned documents live?
In your workspace, attached to the record, unless you choose to remove them once the status is set. You control retention and access.
