Finding software can be overwhelming. Software Advice helps medical practices find the best patient intake software to streamline check-in and control patient flow.

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athenaOne

athenahealth recently named 2020 Best in KLAS: Small Practice Ambulatory EMR/PM, athenaClinicals, for 10 or fewer physicians, and Ambulatory RCM Services, athenaCollector, is providing cloud-based services for electronic health re... Read more

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Recent recommendations: 374 recommendations

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Elation

Elation Health is a cloud-based clinically focused electronic health record solution for physicians looking for an ONC-ATCB certified EMR along with patient scheduling, a patient portal, e-prescribing and e-faxing. The solution ca... Read more

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Recent recommendations: 73 recommendations

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CareCloud

CareCloud Charts is an integrated electronic health recording (EHR) solution offering collective benefits of EMR, practice management and medical billing services. The solution helps physicians to streamline clinical operations an... Read more

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Recent recommendations: 30 recommendations

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ECLIPSE

In 1985, a chiropractor and software developer teamed up to create ECLIPSE, an ONC certified Complete EHR now used by thousands of providers nationwide. Designed for single practitioners, ECLIPSE is routinely used by multi-discipl... Read more

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Recent recommendations: 25 recommendations

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Mend

Mend is a cloud-based healthcare communication solution that enables patients and providers to connect and share files, messages, assessments, photos and data. Users and providers can use video conferencing and live chat tool... Read more

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Recent recommendations: 16 recommendations

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Office Practicum

Office Practicum by Connexin Software was built by physicians to provide an integrated electronic health record (EHR) and practice management solution. The system offers appointment scheduling, clinical documentation management, c... Read more

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Recent recommendations: 8 recommendations

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Experity Patient Engagement

Experity Patient Engagement provides cloud-based, white-labeled, online self-scheduling, eRegistration, queue management, and reputation management software solutions for urgent care clinics, health systems, hospitals, outpatient ... Read more

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Recent recommendations: 5 recommendations

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EHR YOUR WAY

EHR YOUR WAY is a behavioral health EHR that can be deployed on desktop and mobile cloud-based devices. The solution covers various aspects of behavioral health including inpatient and outpatient Mental Health and Substance Abuse,... Read more

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Recent recommendations: 2 recommendations

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SimplePractice

SimplePractice is a cloud-based mental health solution that helps wellness professionals automate processes related to managing client relationships via scheduling, payment processing, documentation and more. Key features include ... Read more

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TheraNest

TheraNest is an HIPAA compliant web-based mental health solution used by solo practitioners, large mental health practices, and nonprofit organizations. The solution is suited for therapists, psychologists, psychiatrists, and soci... Read more

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10to8

10to8 is a cloud-based booking solution for small to large businesses in all industries. It provides users with a customized booking website where clients can schedule appointments, pay for events and services and access existing ... Read more

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vcita

vcita is a cloud-based customer relationship management (CRM) solution for small businesses. Entrepreneurs and business owners can manage their client engagements from any device from anywhere. It enables organizations to dri... Read more

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My Clients Plus

My Clients Plus is a cloud-based medical platform. It is used by mental and behavioral health providers for medical practice management. My Clients Plus’ key features comprise therapy billing, client portal, to-do list, thera... Read more

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Caspio

Caspio is a cloud-based application development solution for organizations of all sizes. The platform is suitable for industries such as health care, media, government, education, nonprofits, consulting, churches and community ass... Read more

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Eaglesoft

Patterson Dental’s Eaglesoft software is a Meaningful Use and ONC-ATCB certified on-premise dental office practice management system. Designed for dental practitioners and dental healthcare providers of all sizes, it includes feat... Read more

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Zingit

Zingit is a patient engagement platform that helps practices increase revenue and create huge efficiencies for the front-office. We automate appointment reminders, scheduling/rescheduling, review requests, recalls & more. We also... Read more

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Pabau

Pabau is a complete practice management application used by hundreds of healthcare practitioners in the UK. Manage schedules, treatment notes, invoices, payments, marketing and lots more. It works great for all sizes form large te... Read more

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Intergy

Greenway’s electronic health record (EHR) and practice management platform, Intergy, offers a user-friendly, specialty-focused solution for ambulatory healthcare practices. It provides tools to manage chronic conditions, capture p... Read more

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Phreesia

Phreesia is a medical scheduling software designed to help businesses in the healthcare sector manage appointment scheduling, registration and billing processes. The platform enables administrators to organize and manage health ca... Read more

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Luma Health

Luma Health is a Patient Engagement Platform. Luma Health offers self-scheduling capabilities, cancellation/reschedule management, and referral management for hospitals, specialties, and PCPs. Trusted by over 100,000+ happy provid... Read more

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Buyers guide


Last Updated: June 18, 2021

Wait 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

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.
Appointment reminders 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.
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  • 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.
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  • 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.
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  • 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.