Every blank required field becomes one specific request rather than a vague plea to complete your form. The person receives a message naming the two things missing and a link that opens straight to them, and your team gets a list that shrinks visibly instead of a folder of half-finished submissions.
Start from the Contact Flow Manager. It is a live Taskade Genesis app that gives somebody one short place to send you the thing you asked for, which is what every chase message needs waiting on the other end. The chase list itself is yours to add. Clone it into your own workspace in about ten seconds, then build the outstanding-field view and the request wording around it.
The build gives you a gap detector that reads each record against your required-field rules, a per-person list of exactly what is missing, message drafts naming those items specifically, a resume link that opens the form at the right question, an attempt counter, and an AI agent that decides between a nudge and a phone call task based on how close the appointment is and how many attempts have already happened.
The chase list works in several shapes:
- List view as the working queue, most urgent first
- Table view for the full grid of people against missing items
- Calendar view to see outstanding gaps against appointment dates
- Board view to move items through detected, requested, and resolved
- Plus the rest of the 7 project views
Automations do the routine chasing. On paid plans, Taskade automations send the first specific request automatically, follow up once, then create a call task instead of a third message. Across 100+ bidirectional integrations, Gmail pushes requests out while your form tool pulls the completed answers back in and clears the item.
The AI agents carry 34 built-in tools including persistent memory. The agent writes in your practice's voice and never asks for something already supplied, which is the single most common complaint about generic reminder tools.
Workspace DNA is what makes the request specific. Memory holds what each person has already supplied, so nobody is asked for something they sent last week. Intelligence, drawing on 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, names the missing items in plain language and decides when a message should become a call. Execution sends, waits, escalates, and clears the item the moment the answer arrives.
Running it in your practice
- Write the required list per visit type. Be strict. Every field you mark required becomes something a person will be chased about.
- Clone the app and connect your form. The resume link only works if the app knows which questions are outstanding, so this is the connection that matters.
- Draft the message with the agent. Two sentences naming the specific items outperforms any polite paragraph asking someone to complete their form.
- Set two attempts then a call. Messages are cheap and calls work, so the escalation should happen early rather than after five ignored emails.
- Watch the list shrink. A chase list that does not shrink is telling you the form is the problem, not the people.
The improvement shows up as fewer half-finished submissions and fewer conversations at the counter that should have happened days earlier.
Clone it, invite the desk, and the rules are yours. Which fields are required, how many times you ask, and when it becomes a phone call are all yours to set.
Where to go next: read automation actions for the escalation step, browse the Community Gallery for chase lists other practices publish, or open automate for the wider picture. This pairs with the new patient intake form, which defines what is required, and with the intake backlog by visit date, which decides what order to work in.
Frequently Asked Questions
How does it know what is missing?
You describe which fields are required for which visit types, and the detector reads each record against those rules. Because the rule lives in one place, changing what is required updates the whole chase list immediately.
Does the message name the specific items?
Yes, and that is the point. A message that says two things are missing and names them gets answered far more often than one asking someone to complete their form.
Can people resume where they left off?
Yes. The link opens the form at the outstanding questions rather than the beginning, so a two-field gap takes thirty seconds to close.
What if somebody never responds?
After the attempts you allow, the item becomes a call task with all the context attached, and eventually a decision for a person. The app stops sending rather than repeating itself indefinitely.
Can we exclude fields that are nice to have?
Yes. Only what you mark required is chased. Practices usually find their required list is shorter than their form suggests, which is a useful discovery on its own.
Does the chasing run on the Free plan?
Detection and drafting work on Free, which includes up to 6,000 one-time AI credits with no monthly reset. Automatic sending and escalation need automations, which start on paid plans from Pro at $10/mo billed annually.
Is the app deciding what information a patient must give?
No. Your practice sets the required fields. The app only detects gaps against your own rules and helps you ask about them once, clearly.
