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Overview

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What are patient intake and check-in options?

Patient intake and check-in options refer to the tools and workflows your practice uses to capture patient information and mark their arrival for an appointment. These workflows typically include:
  • Collecting demographics, insurance, and clinical history before or at the visit.
  • Gathering consent signatures and screening questionnaires.
  • Updating appointment status when the patient arrives.
  • Collecting copays or other payments.
Elation does not currently provide a dedicated kiosk user interface. However, you can use Elation’s built-in features to create streamlined intake and check-in workflows that meet most practice needs.

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Why are intake and check-in workflows valuable?

Efficient intake and check-in workflows help your practice:
  • Reduce front-desk workload by collecting information before the patient arrives.
  • Improve data accuracy by letting patients enter their own details.
  • Streamline patient flow so visits start on time.
  • Ensure payment is collected at the point of service.

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Workflow Instructions

You can combine several Elation features to build an intake and check-in workflow tailored to your practice.

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Completing intake with Patient Forms

The Patient Forms feature lets you create and customize electronic intake forms that patients can complete at any point in their care journey. Common use cases include:
  • First encounter intake - Demographics, insurance information, and clinical history
  • Consent forms - Signatures for various services or treatments
  • Pre-visit screening - Health questionnaires and history updates before appointments
Patients can fill out forms on their own device or on a clinic-owned tablet in your waiting area. Once a form is completed, Elation automatically tracks it and stores a copy in the patient’s chart.
Most practices send forms ahead of a scheduled visit to ensure everything is ready when the patient arrives.
For detailed instructions, see the Patient Forms Introduction.

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Sending intake forms when patients book appointments via the Booking Site

The Patient Booking Site is a personalized web page where patients can book from any internet-enabled device, at any time, and appointments appear on your Elation Calendar in real time. You can link Patient Forms to appointment types so that patients automatically receive intake forms when they book. For detailed instructions, see the Patient Booking Site Guide.

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Staff-driven check-in with the Calendar

When a patient arrives, staff can update the Appointment Status in the Calendar to Checked In. This opens the patient’s demographics for verification and triggers actions such as a Medication History Download for walk-in patients.
  • Additional statuses—In Room, In Room - Vitals Taken, and With Doctor—let you track the patient’s location throughout their visit.
For detailed instructions, see the Calendar Guide – Checking patients in for their appointment.

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Collecting copays with Patient Payments

Elation Patient Payments provides a secure, digital way to collect payments from patients. You can collect payment:
  • Before the visit - Popular for practices that charge a set price up front
  • During check-in - Popular for insurance-taking practices collecting copays
  • After the visit - Popular for direct pay or cash-based practices
You can send a payment request via email or text, charge payment information on file, or enter a card at the point of service. For detailed instructions, see the Patient Payments Guide.

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Third-Party Intake Partners

If your practice needs a fuller intake experience, consider a third-party intake partner. We recommend reaching out to these partners directly if you’d like to learn more about the options they offer.

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IntakeQ

IntakeQ is an intake forms platform that synchronizes completed forms with Elation and can create or update patient charts using collected demographic information. When a patient submits an intake package via IntakeQ, the forms are automatically uploaded as PDFs to the patient’s chart in Elation. For more information, see the Elation-IntakeQ Integration Guide.

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Updox

Updox is a communications platform that integrates with Elation. It offers features such as electronic fax, secure text/SMS, automated appointment reminders, and patient mass communication. Updox can use Elation’s appointment and demographics data to power its patient engagement features. For more information, see the Elation-Updox Integration Guide.

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Frequently Asked Questions (FAQ)

Can I use Elation as a kiosk?
Elation does not currently provide a dedicated kiosk user interface. However, you can simulate the process by doing the following:
  • Using Patient Forms on a clinic-owned tablet for intake (demographics, questionnaires, consents).
  • Manually updating check-in status in the Calendar.
  • Collecting copays with Patient Payments.
For a more robust intake experience with patient self-identification, consider a third-party intake partner such as Updox or IntakeQ.
Can patients complete forms on a tablet in my waiting room?
Yes. Patients can complete Patient Forms on any internet-enabled device, including a clinic-owned tablet. Simply open the form link on the tablet and hand it to the patient.
How do I send forms automatically when a patient books an appointment?
Link your Patient Forms to appointment types in your Calendar & Booking settings. When a patient books that appointment type, they will automatically receive the linked forms.