Make your patient intake process contactless! We all want to be more efficient and to reduce patient intake errors that affect the rest of the organization. Our patient intake software was developed by our patient contact center team, for other front desk and medical call center teams.
Appointment Scheduling Forms
You can use our free appointment request forms. We can also create custom appointment forms for your practice for free.
Once you have your appointment request form, you can add it to your website. Or, you can send a link of the appointment request form via text message or email to anyone that wants a new appointment.
We have had great success by integrating our appointment request form links in the text message that our customers’ phone system sends to the patients calling in.
Our forms also allow for patients to specify their appointment date/time preferences.
Appointment reminders are easy to send.
We also use appointment reminders to remind patients to check in before their appointments. This reduces no shows substantially.
This has a huge benefit of patients being engaged with our customer practices up until the day of the appointment.
Digital Patient Intake Forms
Use our free patient checkin forms or have us create custom checkin forms for your practice. Either way – your patients can fill out all necessary information before they even visit your office.
By using the appointment reminder cadence, you can have patients fill out / upload
- Demographics data.
- Insurance information
- Insurance card images
- Identity card images.
- Chief complaint, HPI, medical / family / surgical / social histories
- Allergy and medication lists
- Get patients to electronically sign and accept various HIPAA and consent forms.
- Referral and PCP information
- Pharmacy details
- Patient reported outcomes for existing patients
Eligibility and prior authorization
We can run patient insurance eligibility checks for coinsurance, deductible details. In addition, if the patient is coming in for specific procedures, we can alert your team of prior authorizations needed before the patient visit.
Credit card on file
You can ask patients to complete payment method details at home, before their visit. This has tremendous benefits of allowing to you to start a “Credit card on file” program at y9ur office. Their credit cards are stored in a PCI compliant manner.
We allow patients to pre-pay for their co-pay. Patients can also pay their copay while they are at their visit. This allows for contact less payment, no cash in the offices (safer) and also allows you to continue having a credit card on file.
2 way conversations with patients
Our patient contact center team has noticed that with all our customers, patients seem to be quite conversational when the software sends them messages. Our software includes a fully functional messages inbox for you to monitor. Having conversations with patients during and after the patient visit reduces no-shows and improves patient loyalty.
Your EMR has patient demographics, patient insurance, clinical data like allergies, vitals, medications, HPI, immunizations, consent forms etc.
That’s a massive amount of information that your front desk and techs have to enter into your EMR. The demographics data is entered by the front desk and the clinical data is entered by the techs.
The insurance, ID proof and consent forms on the other hand are the simply scanned and attached to your EMR as “documents”.
Digital patient intake software allows you to offload this overhead of data entry to patients themselves. Who else knows their data better?
Patients are entering a lot of this information when they sit in your waiting room anyway. You might as well have them fill these out electronically so that this information goes directly into the EMR and your staff is relieved of this task.
If you use digital patient intake forms, the majority of your daily tasks can be moved to the patient side.
They can fill out their demographics, insurance, medical history, medication history, chief complaint, history of present illness etc at the comfort of their homes.
This allows the patient enough time to provide you the correct information, and allows patients to be prepared for the visit.
This also reduces the time spent by technicians “working up” patients.
The patient no longer has to spend a long time in the waiting room, thereby is extremely satisfied with the visit.
If you truly make changes to your patient intake process as suggested above, you can expect immediate productivity gains like:
– Limited number of front desk staff you need to check in patients
– Reduced time spent by front desk staff on each patient
– Limited data entry errors by front desk staff
– Allows you to collect patient copays via credit cards – more importantly, have their card on file
– Reduced time spent by your techs on entering patient data
– Capture correct demographic, insurance and contact information from patients
– Keep patients busy and reduces the wait times for patients
– Appointment scheduling. The software can allow patients to self schedule appointment requests. Then, if you want, your front desk can confirm those appointments.
– Reminders (e.g. Appointment reminders). The software can send automated appointment reminder text messages and voicemails.
– Patient check in. You can ask patients to complete at home, before their visit.
– Demographics data. You can ask patients to complete at home, before their visit.
– Verification of patient’s identity. You can ask patients to complete at home, before their visit.
– Chief complaint. You can ask patients to complete at home, before their visit.
– History of present illness. Ask patients to complete at home, before their visit.
– Patient’s medical history. You can ask patients to complete at home, before their visit.
– Family history. Ask patients to complete at home, before their visit.
– Patient’s surgical history. You can ask patients to complete at home, before their visit.
– Social history. Ask patients to complete at home, before their visit.
– Patient’s allergy list. You can ask patients to complete at home, before their visit.
– Medication list. Ask patients to complete at home, before their visit.
– Various HIPAA and consent forms signed by the patient. You can ask patients to complete at home, before their visit.
– Insurance details of the patient. You can ask patients to complete at home, before their visit.
– Photos of Insurance cards. Ask patients to complete at home, before their visit.
– Eligibility checks for coinsurance, deductible details. You can ask patients to complete at home, before their visit. This allows you to check these details electronically (before the visit), provide estimated cost of care- include coinsurance and deductibles in calculation(s)
– Referral information. You can ask patients to complete at home, before their visit.
– Patient’s care team info. You can ask patients to complete at home, before their visit.
– CCD record of patient from care team physicians. You can ask patients to complete at home, before their visit. The cool thing is this allows to to send automated CCD request faxes to care team before patient visit. Once you receive and send CCDs electronically, you get better scores for MIPS 🙂
– Payment details – You can ask patients to complete at home, before their visit. This has tremendous benefits of allowing to you to start a “Credit card on file” program at y9ur office.
– Patient reported outcomes. You can ask patients to complete at home, before their visit. This alone will help your technicians cut down the time they spend on each patient (a good 5-10 mins per patient)
– Pharmacy of choice. You can ask patients to complete at home, before their visit.
– Patient recall appt date/time. Ask patient to choose the same way as this appt
– Copay / balance dues. Ask patient to pay at home or before seeing doctor using credit card on file
– Patient satisfaction surveys. Send automated SMS / email
– Patient balance dues. Send automated SMS / email. Ask patient to pay using credit card on file
– Education materials.
– Patient statement
– Re-appointing no-show patients
– Re-appointment of cancelled patients
– Stay in touch messages / greetings
Migrating a significant proportion of patient check-ins to digital/online form frees up quite a bit of the front desk staff’s time to engage in more value-added activities.
For example, instead of having to check in self-sufficient patients, you can spend time with complicated patients that may need assistance.
You can reduce the hold times that patients currently have when calling for assistance or appointment scheduling.
For example, you can guide established patients with certain diagnoses through certain forms to complete.
Meanwhile, you can guide new patients through a different set of forms.
These are items that are easy for overburdened front desk staff to miss. If these tasks are pushed to an MA or nurse in an exam room, it interrupts the flow of other patients through the practice.
If you are handling these at check-in keeps the patient flow streamlined and reduces the chance for errors to occur.
If you connect to your EMR to our patient intake software, check-in kiosks also can link this information to discrete data in the patient’s record.
Another example, if your patient completes a Patient Health Questionnaire (PHQ) 2/9 online, that data can then populate the correct section of the EMR.
If the patient corrects their demographic information in the kiosk, it can, likewise, correct the practice management system.
One of the biggest challenges and source of inaccurate clinical data & billing errors stems from the fact that healthcare practice staff are never clinically trained.
So, now you can have your staff perform other more personalized tasks instead of inputting data from the intake forms to your EMR/EPM.
Our patient intake form software can also validate a patient’s insurance information before the patient even steps into your practice.
Not only can our software validate insurance information at the time the appointment is made by the patient – your staff can also run a sanity check on the day before or day of the visit.
Many billing problems occur due to inconsistencies between plans you participate in and the insurance plan the patient carries.
Other billing issues occur due to variances in patient’s address, the plan name, the member ID, the patient’s address, their primary care physician name etc
Our digital patient intake form software platform can not only validate the insurance information but can also check into a patient’s eligibility.
Any time prior authorizations are required, your care team can be alerted about the same. The patient can also be automatically kept in the loop to ensure that all such prerequisites are taken care of, before the visit itself.
Even patient identities can be verified online by our software. This avoids patient identity fraud is a big problem and usually leads to fines being levied on practices.
Most practices handle this situation by asking the patient to come in with a proof of identification. This is OK to do – however, if the identification fails, you have lost a time slot that could have been filled by a different patient.
We can easily scan the photo IDs of patients and verify them in real time. The software can also take pictures/scan the insurance IDs, read the data on those cards and verify insurance eligibility in real time.
All the various headaches your front desk has are taken care of. They can now manage patient flow in the offices.
Imagine what this does for your billing department and how it contributes to your revenue cycle management processes !
A majority of the practices we work with, do not even keep credit cards on file.
This allows patients to not show up whenever they want – leaving you with a loss of revenues.
Each time a patient makes an appointment, they should be asked to keep a credit card on file so that you can at least “warn” them with the prospect of charging their card for a missed appointment.
Patients do not like being charged for a missed appointment, but if you do it once, they will reduce their recurring “no-show” behavior. Probably the most important part of our patient intake software platform is the ability to directly impact your invoicing and collections abilities.
We can collect payments up front and also to collect remaining balances with patient’s approvals.
Most patients (no matter what their demographics are) are already used to these technologies in their everyday lives. They pay for things online (don’t let them tell you otherwise). With a click of a button or on a pre-set agreement, they pay your past dues online, without the vendor having to chase them down for collecting payments.
It’s as simple as collecting a patient’s credit card or preferred payment method online during the patient intake process, having them pay their copay before you see them (you know your notices of “payment is due at time of service”? This is an easy way to ensure that you really get paid – for sure).
Reduce no shows
You could even reduce no-shows and ensure that patients come in for their time slot by making them pay their copay before they step in the door. Now, for the matter of balance due payments. It’s very simple as well. During the patient intake process, while you collect the credit card or debit card or bank information from patients, you simply have to get patients to agree that this same payment method would be used for paying balance dues.
That’s it. Let patients opt-in for this process and you are done. Half your billing and payment collection headaches are taken care of.
You will see higher patient reviews – just based on reduced patient wait times.
Typically, your doctors are pretty fast – however, techs need a lot of time to enter all patient data into the EMR so that it is documented as needed (for doctors and for payers).
On top of this, most patients never remember all their medication information anyway, so, no matter what you do – your techs are never really capturing 100% accurate information.
This increases the time it takes to work up a patient. Which, in turn, increases the wait times for other patients.
When patients are asked to fill out their medication, history of present illness, social history etc from the security and comfort of their homes, expect to collect accurate information and expect your patient wait times to reduce and your workflow to speed up.
More than 90% of bad reviews occur due to long wait times (which leads to patient dissatisfaction, ornery patients and staff).
Once you decrease your patient wait times and reduced front desk load, you will automatically see better patient reviews.
We had the same questions. In fact our patient contact center team tried it out with our ophthalmology patients (mostly older than 40). This works like a charm and patients truly appreciated not having to wait much in the offices.
In fact, some research has found that a not insignificant number of patients have even at least partly based their decision on what provider to seek care from based on the availability of self-service options. The same research found that a significant number of patients were interested in self-service options..
Yes, it can. It all starts with sending a link to the patient with your intake website. We recommend that you combine all patient intake channels. Take a moment and list all the ways you get patients (and patient appointments).
– Patients request appointments on your website
– Patients call in and request appointments
– Referring providers call and request appointments for their patients
– Referring providers send new patient appointment requests using some patient referral software
– Patients request appointments on Facebook
– Patients request appointments via ZocDoc
Set up all these channels to respond with an automated message with a link to EzPatientCheckin. Think through the patient intake process – what you really need in the first patient contact.
1. Minimum patient information you need to be able to create a patient in the EMR
2. Minimum information you need to be able to create an appointment in the EMR
Everything else can be gathered later on – before the patient comes in (pre-visit) and when the patient is at the practice (during visit). That’s how our patient contact center ensures minimal disruption and lowers the chances of patients not requesting an appointment.
Yes it can. It’s almost the same as the with new patients. The only difference is that you already have information on the patient before they request an appointment. There are two ways this can be achieved.
1. Using EzPatientCheckin standalone with patient data that you upload via CSV
2. EMR integration that automatically looks up patient information.
Our patient contact center team ensures that your intake process remains the same as much as possible. When a patient calls in for an appointment, our customers’ front desk or call center agents use the same patient intake screens / web pages. They do so on the patient’s behalf. This helps them take the patient intake to a point where the appointment is created in the EMR and thereafter, the SMS conversations begin. You can, however, choose to have two separate processes as well.
Even for this, our patient contact center team follows the same process. Sometimes, however, the provider office does not have the patient’s preferred times / days of appointments. In those cases, our patient contact center team gives the calling provider office an appointment 2 weeks out. You can choose to do the same or design your own process as well. Meanwhile, the patient gets a text message or a voicemail drop with the appointment they have been given.
Almost the same process as above. If ZocDoc is connected directly to your EMR, then the patient and appointments will show up there anyway. If your EMR is connected to EzPatientCheckin, then the patients would experience the same digital patient checkin process as any other patient.
One good thing about these two platforms is that they allow you to send an automated response to the patient. This is where you introduce the appointment form in the automated message. In this automated response, you can have the patient start they intake process as if they’re calling in or going to your website to request an appointment
Yes! It’s just a website. Anyone or any device that has access to the internet can access the software