Patient Intake & Registration
Standardized patient intake procedure covering identity verification, insurance processing, consent collection, and medical history review.
Purpose
Ensure every patient is registered accurately and completely, reducing billing errors, improving care coordination, and maintaining regulatory compliance.
Steps (6)
Greet Patient & Verify Identity
Welcome the patient and confirm identity using two identifiers (full legal name + date of birth). Check photo ID against the appointment record.
Checklist
- Patient greeted by name
- Two identifiers verified (name + DOB)
- Photo ID checked and matches appointment record
- New patient identified and given registration forms
- Returning patient asked to verify current information
Expected Output
Patient identity confirmed. New or returning status established.
Collect & Verify Insurance Information
Request insurance card(s). Scan front and back. Enter or verify policy details. Run a real-time eligibility check to confirm coverage is active.
Checklist
- Primary insurance card collected and scanned
- Policy number, group number, subscriber name entered
- Real-time eligibility check run — coverage confirmed active
- Copay amount determined and communicated to patient
- Secondary insurance collected (if applicable)
- Self-pay patients identified and informed of payment policies
Expected Output
Insurance verified as active. Copay determined. Patient informed of financial responsibility.
Registration Forms & Consent Collection
Provide required forms: demographics, medical history questionnaire, HIPAA Notice of Privacy Practices, consent for treatment, and financial responsibility agreement. Ensure all forms are signed and dated.
Checklist
- Demographics form completed
- Emergency contact information collected
- Medical history questionnaire completed
- HIPAA Notice of Privacy Practices signed
- Consent for treatment signed
- Financial responsibility agreement signed
- All forms reviewed for completeness
Expected Output
All required forms completed, signed, and dated.
Medical History & Allergy Review
Review the patient's medical history questionnaire. Verbally confirm key items: current medications, known allergies and reaction types, past surgeries, and chronic conditions. Enter all information into the EHR.
Checklist
- Current medications list entered in EHR
- Drug allergies documented with reaction type
- Food and environmental allergies noted
- Past surgical history documented
- Chronic conditions listed
- Allergy alerts flagged in EHR system
Expected Output
Medical history and allergies entered in EHR. Drug allergy alerts set. Chart ready for provider.
Copay Collection & Financial Screening
Collect the copay before the patient is seen. Accept payment and provide a receipt. For self-pay patients, discuss payment options and financial assistance programs.
Checklist
- Copay amount confirmed from eligibility check
- Copay collected (cash, check, or card)
- Receipt provided to patient
- Outstanding balance communicated (if any)
- Self-pay rate quoted per office policy
- Payment recorded in practice management system
Expected Output
Copay collected and receipt provided. Outstanding balances addressed.
Complete Registration & Route Patient
Finalize data entry in the practice management system and EHR. Verify the patient is checked in on the schedule. Scan all paper forms into the electronic chart. Notify clinical staff the patient is ready.
Checklist
- All demographic data entered and verified
- Insurance information confirmed in billing system
- Patient checked in on the schedule
- Paper forms scanned into electronic chart
- Clinical team notified patient is ready
- Patient directed to waiting area or exam room
- Estimated wait time communicated to patient
Expected Output
Registration complete in all systems. Patient checked in and routed to clinical care.