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RXNT’s cloud-based, ONC-certified medical software—Billing, Practice Management, EHR, and more—improves clinical outcomes & revenue cycle management. Simple, transparent pricing includes free setup and training, free data transfer, free in-house support, f...Read more about RXNT
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DrChrono’s iPad and iPhone compatible EHR and medical billing platform allows medical practices and healthcare providers to manage patient intake, patient care, clinical charting, billing and revenue cycle management. It includes customizable medical forms...Read more about DrChrono
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Looking to harness the full power of the Tebra platform? Our practice success platform includes a certified electronic health record solution built to empower today’s providers with robust clinical charting, streamlined documentation, telehealth, & more. ...Read more about Tebra
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AdvancedMD is a unified suite of software solutions designed for mental health, physical therapy and medical healthcare organizations and independent physician practices. Features include practice management, electronic health records, medical billing, pat...Read more about AdvancedMD EHR
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PatientNow provides integrated EMR, practice management, marketing, and before & after photo management solutions for today’s modern medical spa or cash-based aesthetic practice. Manage your entire practice from A-Z with one vendor partner that does it all...Read more about PatientNow
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Compulink Advantage is an all-in-one database EHR solution for specialty practices such as optometry, ophthalmology, orthopaedics, ENT, mental health, podiatry, and more. Available cloud-based or server, Advantage includes smart features to help speed docu...Read more about Compulink Healthcare Solutions
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SimplePractice is a top-rated EHR software and all-in-one practice management solution trusted by more than 200,000 health and wellness providers. While using this practice management software, practitioners are able to access everything they need from app...Read more about SimplePractice
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NextGen Office is an award-winning, cloud-based, clinical and billing solution designed for smaller, independent practices (≤ 10 providers). This all-in-one, full-service solution includes specialty-specific EHR content, an easy-to-use patient portal, embe...Read more about NextGen Office
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NextGen Healthcare provides ambulatory practices of all sizes award-winning solutions along with dedicated support and professional services. We align with your goals to achieve the success that results in healthier patients and happier providers. NextGen ...Read more about NextGen Enterprise
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CharmHealth is a MU certified, cloud-based EHR, Practice Management and Medical Billing solution that helps healthcare organizations ranging from large multi-specialty groups to small independent medical offices function efficiently. To that effect, CharmH...Read more about CharmHealth
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Qualifacts InSync streamlines essential healthcare functions like charting, billing, scheduling, medication management, and telehealth within a cohesive cloud-based platform. Trusted by numerous practices nationwide, InSync elevates efficiency, safety, and...Read more about Qualifacts Insync
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Populate is the first AI-powered EMR made for MSK medicine and Podiatry. This simple software system dramatically reduces the time required to intake patients, document visits, and manage billing. Enhance productivity and accuracy, focus on patient care...Read more about Populate
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Klara’s patient engagement platform helps medical practices consolidate multiple patient outreach tools into one platform while automating key touch points throughout the patient journey. Interfaced with your EHR, Klara offers two-way messaging, scheduling...Read more about Klara
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Mercury One Plus is a cloud-based medical practice management solution designed for small and mid-sized medical practice businesses. It offers a full suite of features including appointment scheduling, patient intake, billing, EHR integration, claims proce...Read more about Mercury One Plus
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Althea Smart EHR from MD Synergy is an advanced mobile platform for physicians that enables them to focus on what they do best, helping their patients. Mobility and portability are key features of the system and are second to none. Althea Smart EHR lever...Read more about Althea Smart EHR
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Launch your Behavioral Health Telemedicine program today. Mend is the #1 cloud-based CCBHC / CMHC communication solution that enables patients and providers to connect and share files, messages, assessments, photos and data. Users and providers can use v...Read more about Mend
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Systemedx provides ambulatory practices with an all-in-one solution for their EHR and PM needs. Systemedx integrated solution reduces the confusion and speeds up the workflow process inside your practice. You can stay on top of your scheduling, patient tra...Read more about EHR Solutions
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LeadSquared is a cloud-based marketing automation and customer relationship management (CRM) solution for businesses of all sizes. It serves clients in industries such as finance, e-commerce, education, health and wellness, marketing, real estate, software...Read more about LeadSquared
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DO NOT CLICK UNLESS YOU CAN PAY AT LEAST $800 A MONTH. ***NOTE: WE ONLY SERVE 15+ USER AGENCIES WITH A $800 MONTHLY MINIMUM IN LICENSE FEES. + 120-Day Money Back Guarantee + 5,000+ Features + Inpatient/Outpatient + IOP + Groups + Couple's...Read more about EHR YOUR WAY
Jane is a practice management solution that helps health and wellness clinics streamline operations related to appointment booking, billing, charting and more. It allows patients to view and choose services, treatments and practitioners as per specific req...Read more about Jane
Sign In Scheduling is powering appointments in 200k+ businesses worldwide. With our feature-rich, accessible, and secure scheduling software, you can reduce no-shows by up to 90%. Benefit from 100+ features and find exactly what you need. Our booking sys...Read more about Sign In Scheduling
BestoSys is a cloud-based electronic records and practice management solution solution for doctors and dentists. It also offers an orthodontics module. The solution enables users to track their private practice patients along with patients in multiple hosp...Read more about BestoSys
Practice Better is the leading all-in-one practice management software solution transforming how health and wellness professionals run their practices and support their clients. Trusted by group and solo practices across the globe, Practice Better simpl...Read more about Practice Better
Power Diary is online practice management software for health clinics, and includes calendar management, automated appointment reminders (SMS or email), treatment note templates (which can be configured to your needs), online forms, client database, client...Read more about Power Diary
Benchmark Practice Management streamlines workflows and improves front and back-office operations to reduce errors, improve patient care, all while boosting revenues. This approach is made possible with a time-tested IT infrastructure using tools that driv...Read more about Benchmark Solutions Practice Management
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Buyers Guide
This detailed guide will help you find and buy the right patient intake software for you and your business.
Last Updated on August 19, 2024Wait time has a direct impact on patient satisfaction. Research by Vitals, an online resource geared toward helping patients find health care providers, shows that patients who wait longer than 20 minutes are more likely to leave negative reviews than patients whose wait times are shorter.
This is where patient intake software can help. These systems enable medical practices of all sizes and specialties to cut down their wait times and positively impact patient satisfaction.
In this buyer's guide, we'll explain how patient intake software fits into the larger medical software market, what you need to know during the selection process and how these tools can help improve your practice's workflow.
Here's what we'll cover:
What Is Patient Intake Software?
Common Functionality of Patient Intake Software
Top Benefits for Medical Practices
Deployment Options and Integrations
Patient Intake Software Pricing
What Is Patient Intake Software?
Patient intake software is a HIPPA-compliant system that allows patients to fully complete the check-in process online before coming into the office for an appointment.
Without this software, patients must either fill out their intake forms in the waiting room at the time of their appointment, or they could go to your website, print out copies of the intake forms, fill them out and bring them into the office at the time of their visit.
With both options, your administrative team still has to process the forms manually by verifying insurance information and copying the written data into the system.
In-office or downloadable forms also put your medical practice at risk due to issues such as illegible handwriting, which can make dealing with insurance companies and deciphering patient histories a burden you simply don't have time to deal with.
As such, neither option reduces the amount of time your patients spend in your waiting room as much as patient intake software can.
With online intake forms, on the other hand, patients complete all the necessary paperwork online, before their appointment. Patient histories are typed, so you can always read what they've written. They submit the forms online, so insurance information is processed much faster and verified ahead of time, significantly reducing in-office wait times.
Patient intake functionality within drchrono EHR software
Common Functionality of Patient Intake Software
The primary function of patient intake software is intake document gathering. However, the breadth of features within these systems can vary greatly.
Many vendors in this space offer a range of software capabilities, which makes customizing a system according to the needs of your practice and specialty much easier.
Here are some of the common features you'll be choosing from:
Administrator dashboard | Allows your admin team to view patient profiles, billing status, documents, appointments etc. at any point in the process. Provides a one-stop portal to access all of your system's features. |
Digital forms | Make all intake paperwork available to your patients to fill out and submit in advance of their appointments. Many systems can be configured to automatically index patient information if integrated with your existing electronic medical records (EMR) system. |
Form templates and customization | Most vendors provide templates of common intake forms, which can be edited or customized according to your needs or specialty. |
Demographics | Collect demographic information such as age, gender, race and employment from patients to provide insight into your client base. |
Patient surveys | Gather feedback from your patients about their visits to help improve the patient experience. |
Reporting | Take information gathered in surveys, demographic questions or other forms and create charts to provide visual representations of data. |
Insurance validation | Verify copayments and benefits before patients arrive for their appointments, so you won't run into issues with payment collection. This also serves patients by making it clear what services are and are not covered by insurance, so there won't be any surprises. |
Messaging | Communicate with patients securely through a patient portal to answer questions or send reminders about upcoming appointments, intake forms etc. |
Patients can elect to receive text, email or voice reminders about upcoming appointments to help them keep track of their schedules. | |
Document sharing | Includes image scanning and e-signatures to make it as simple as possible to share and store all the information you need. |
Top Benefits for Medical Practices
The benefits of patient intake software go far beyond its ability to save your staff and your patients time (although that one benefit alone cannot be overstated).
A few of the other major advantages to using intake software include:
Better control over your schedule. Streamlining the intake process creates more time for your admin staff to perform their other duties, such as answering questions and helping patients schedule future appointments.
Prevalidated insurance information. No more having patients get caught off guard by what is or isn't covered and what they have to pay out of pocket. Verify insurance benefits and copays before the appointment and make the billing process smoother.
Collect more accurate data from patients. Asking patients to provide detailed histories off the top of their head can cause them to leave out important details. By giving them access to these forms early, they're able to fill them out when they're more relaxed and when details are easier to remember. Also, patients have time to track down any information they don't know, so your charts are more complete and accurate.
Information is electronic and secure. Software that integrates with your EMR connects patient information to their chart from the start. Additionally, HIPPA-compliant and certified software takes some of the burden off of you.
Deployment Options and Integrations
Intake functionality is often included as an application within larger EMR software suites, practice management systems or patient portals.
Stand-alone patient intake software should integrate with medical systems already in place at your practice and enhance the services you offer patients with capabilities such as appointment reminders and messaging.
Patient intake software is very closely aligned with patient check-in kiosks, and, in many cases, this software works in conjunction with kiosk hardware. The two don't have to come as a package, though, as intake software can live on the cloud and be deployed as a web-based portal with unique logins for each of your patients.
Patient Intake Software Pricing
Because these tools come in so many different models with varying functionality, it's hard to pin down a price range. Most software vendors offer pricing packages that vary in cost according to the features included.
For example, a basic patient intake system may only include functionality for online forms—templates, branding, e-signatures etc.—while a more robust package would include all of the features from the basic offering in addition to more of the traditional practice management or check-in functionality, such as scheduling and billing.
You'll find that most vendors prefer to provide price quotes during demos or consultations, so they can be more specific to the features you need. That makes budgeting a little trickier, but our team of advisors can quickly narrow the list of vendors in your market and put you in contact with the providers you want to talk to. Call us at (855) 998-8505 for a consultation when you're ready.