First impressions count. 

With a packed waiting room and overwhelmed employees, new patients might get the wrong idea about your practice. 

Long wait times, data entry errors, and stressed-out admin make what should be a routine process into a chaotic experience. You can turn this around with a digital patient intake solution. 

In this guide, we’ll explain why streamlining the patient check-in process should be a top priority. We’ll list the key features of digital patient intake and their benefits. 

Then, we’ll shine a spotlight on patient engagement. You know it’s important, and digitizing your patient intake process can give it a boost. 

Finally, we’ll share some quick-fire tips for getting started with digital patient intake forms. 

Use this article to rethink your intake process. The result? Fewer administrative burdens, happier and more productive staff, and improved patient satisfaction. 

Why Streamline the Patient Check-In Process? 

“Competition among health care providers increases quality, reduces prices, and can increase a patient’s access to cutting-edge, life-saving care.” 

This is according to Harvard Online. 

At every stage of the patient’s journey, you should be looking for ways to make the experience you offer more competitive. Check-in is no exception. 

It’s the first step in a patient’s visit to your healthcare facility. It involves capturing and verifying patient information. 

When check-in is slow or complicated, it can lead to frustration. Staff might make mistakes when entering patient information. 

Patients who experience long wait times or repeated requests for the same information may feel undervalued. This can affect their perception of the quality of care they receive. 

Clunky check-in processes can also lead to delays and bottlenecks. This affects not just one patient but the entire schedule for the day. 

In contrast, a streamlined patient check-in process delivers these benefits: 

• Reduced wait times. Faster check-in processes mean patients spend less time waiting. This leads to higher patient satisfaction and better flow throughout the day. Appointments are more likely to go ahead as scheduled. 
• Improved staff productivity. Staff can spend more time on patient care rather than administrative tasks. This improves job satisfaction and patient interactions. 
• Increased accuracy. Optimized intake systems reduce the risk of errors. Accurate information is critical for proper diagnosis and treatment. 
• Superior patient experience. A smooth check-in process makes patients feel valued and respected. This can lead to higher patient retention and positive reviews. 
• Better resource allocation. Efficient check-in processes help staff manage patient flow. Resources like examination rooms, equipment, and staff are optimized. 

What Are Digital Patient Intake Features? 

How exactly can you streamline patient intake? Integrate technology into the process. 

Tech-driven patient intake systems enable you to record and store patient information digitally. Data can then be accessed by authorized team members via internet-connected devices. 

FROM ONE OF OUR PARTNERS: How Online Patient Intake Forms Benefit Your Practice 

Let’s take a closer look at the features of digital patient intake and their benefits. 

Online Pre-Registration 

Online pre-registration allows patients to fill out forms on the internet. They give you their personal information before arriving at the practice via a secure online portal. 

Benefits include: 

• Faster wait times: Patients can complete forms at their convenience. This speeds up the check-in process. 
• Increased accuracy: Patients have more time to provide accurate information without feeling rushed or overwhelmed. 
• Enhanced efficiency: Staff spends less time on data entry and more on patient interactions and care. 

Automated Appointment Reminders 

Your patients are busy. Automated appointment reminders are messages sent via text, email, or phone call. They gently remind patients of upcoming appointments. 

Plus, because they are automated, they don’t take any of your staff’s time. They are sent out with zero manual effort. 

Benefits include: 

• Decreased no-show rates: Reminders help patients remember their appointments. They are more likely to show up. If they can’t make it, they can follow the instructions in the reminder to reschedule or cancel. 
• Improved scheduling: Fewer no-shows lead to a more efficient use of the practice’s time. 
• Patient convenience: Patients don’t want to miss out on their appointments. This is particularly true if your healthcare providers are booked months in advance. 

Secure Patient Portals 

Secure patient portals are online platforms. Patients can log in and access their medical records. They can also communicate with providers and manage appointments. 

Benefits include: 

• More accessible information: Patients can view their health information and updates anytime. 
• Improved communication: Direct messaging features facilitate better communication between patients and healthcare providers. 
• Increased patient engagement: Patients with access to their health information are more likely to engage in their care. One review found that patient engagement can boost “treatment outcomes and consequently patient satisfaction and health, as well as the productivity of the service provider.” 

FROM ONE OF OUR PARTNERS: 5 Ways to Elevate the Patient Experience 

Real-Time Insurance Verification 

Real-time insurance verification checks the patient’s insurance coverage during the check-in process. 

Benefits include: 

• Faster processing: Immediate verification reduces delays caused by insurance issues.
• Accurate billing: The patient’s insurance information is always up to date. This means they can be billed correctly. 
• Improved patient experience: Patients are informed about their coverage before receiving services. This transparency offers clarity and peace of mind.  

Electronic Consent Forms 

Electronic consent forms are digital versions of the consent forms patients must sign before procedures or treatments. 

Benefits include: 

• Convenience: Patients can review and sign forms digitally. They can do this before their appointment. 
• Easier storage: Your team can quickly retrieve digital forms. There’s no need to dig through paperwork. 
• Simpler compliance: Informed consent is mandatory. Electronic records help you meet your compliance obligations. 

Mobile Check-In 

Mobile check-in allows patients to check in for their appointments using their smartphones. 

Benefits include: 

• Greater speed and convenience: Patients can check in from their cars or homes. This helps to reduce waiting room congestion. 
• Reduced contact: Mobile check-in requires less physical interaction. This can be important for infection control. 
• Improved efficiency: Fewer resources are required to check in patients. For example, you may not need as many staff. You can also cut down on supplies like paper and printer ink. 

Automated Patient Feedback 

The best way to improve your practice is to collect and use patient feedback. Digital intake systems can automatically send surveys after appointments. 

Benefits include: 

• Improved services: Feedback helps you leverage data to identify areas that need work. You can improve your processes and services. This helps you become more competitive. 
• Better patient satisfaction: Patients see that you care about their experience. You demonstrate that you value what they think. 
• More data-driven decisions: You can use actionable insights backed by real evidence to enhance patient care. 

Integrated Payment Processing 

With integrated payment processing, patients can pay for their services online. 

Benefits include: 

• Greater convenience: Patients can pay bills quickly and easily. This gives your practice a more reliable cash flow. 
• Lighter administrative burden: This automates billing and payment processes. Your team isn’t bogged down by as much paperwork. They can focus their energy on providing exceptional patient experiences. 
• Financial accuracy: Payments are more accurately recorded. This helps with budgeting. 

Customizable Intake Forms 

You can create custom forms to meet your practice’s and patients’ specific needs. For example, you might have separate forms for telehealth and in-person visits. 

Benefits include: 

• More relevance: Forms can be customized to gather pertinent information relevant to the practice.
• Improved efficiency: Custom forms collect only the necessary information. This makes the process more efficient for both patients and staff. 
• Better patient experience: No one likes filling out long forms. This approach can result in shorter forms, which makes patients more comfortable.  

How Can Digital Patient Intake Enhance Patient Engagement? 

Patient engagement is a “clinical standard in healthcare settings.” One that empowers patients and improves health outcomes. 

Patient engagement is about enabling patients to become active participants in their healthcare. 

They understand their condition. They know the treatment options available to them. They feel capable and supported in pursuing better health—whatever that looks like for them. 

RELATED ARTICLE: 5 Ways Healthcare Technology Helps Improve Patient Engagement 

Digital patient intake can help you enhance patient engagement in your practice. Here’s how. 

Improved Patient Education 

Digital patient intake forms can provide educational materials specific to each patient’s needs. This might include: 

• Information on managing chronic conditions 
• Medication instructions 
• Tips for a healthy lifestyle 

Better Communication 

Patients can provide detailed information before their appointment. They might list their symptoms and medical history. They might include any concerns they have. 

Healthcare providers can review this information ahead of time and prepare. This results in a more productive and personalized consultation. 

Patients feel heard and understood, which cultivates trust. 

Streamlined Follow-Up 

Digital patient intake systems can automate follow-up processes. For example, they can send reminders for upcoming appointments, lab tests, or medication refills. 

This reduces the chances of missed appointments. It helps patients stay on track with their care plans. 

Greater Efficiency 

Digital intake reduces the time patients spend filling out paperwork in the waiting room. This means they spend more time with their healthcare provider. 

It also reduces administrative work. Team members can give each patient the care and attention they deserve. 

FROM ONE OF OUR PARTNERS: How to Improve the Patient Experience Using a Patient Portal 

Top Tips for Utilizing Digital Patient Intake Forms 

Here are four tips you can use to get the most out of digital patient intake forms: 

1. Review your current check-in process. Before you digitize the process, identify existing bottlenecks and inefficiencies. See where improvements can be made. Consider how a digital system could fill these gaps. 
2. Consider must-have features. Look for systems with online pre-registration, real-time insurance verification, and secure patient portals. Choose features that meet your practice’s needs. 
3. Discuss concerns with your staff. Involve your team in the transition. Get input from those handling patient check-ins. 
4. Research and compare providers. Search online for different digital intake system providers. Compare features, user reviews, and support options. Select a provider that fits your practice and budget.