New Patient Onboarding
The chain between the booking call and the first visit: confirming you have the right record rather than a second one, sending a link for consent and insurance card upload, and getting a confirmation with pre-visit instructions into the patient's hands.
Patients get a link, sign on their own time, and upload their insurance card from wherever they are. Nothing is printed, mailed, or handed across a counter, and nothing has to be chased on the morning of the visit.
Name and date of birth are checked against your existing records during the call. A possible match is flagged for your staff to confirm before the appointment is booked, which is a great deal cheaper than reconciling two charts later.
Insurance details reach your billing team as soon as the call ends, formatted for verification. Coverage checks and benefit verification happen in the days before the visit rather than in the minutes after the patient sits down.
A confirmation by text or email carrying your instructions reaches people who do not open portal messages and do not keep paper. What you need them to do before the visit is attached to the thing they will actually look at.
New patient record created on the call
Demographics and roster entry automatic; appointment booking and verified demographics written to EMR
Complete intake before first appointment
Allergies, meds, history, and reason for visit all captured and returned as a structured summary for staff review
Insurance data captured and formatted
Ready for billing team verification and coverage checks
Consent and ID forms collected digitally
Signed and uploaded to portal; staff files before visit
The patient receives a link to sign consent and upload their insurance card, and completes it on their own time. Your staff reviews what comes in and files it ahead of the visit. There is nothing to print, mail, or collect at the window.
They are uploaded to the portal by the patient and held there for your staff to review and file. That keeps identity documents on a path your team controls rather than arriving as photos in an inbox.
Name, date of birth and phone are collected during the call and checked against your EMR for matches. If a possible duplicate is found, your staff is alerted so the correct record can be confirmed before the appointment is booked.
What was provided is captured, and the gap is stated explicitly in the summary — for instance, that the carrier was given but the group number was not. Your billing team reviews the summary and the call, then follows up with the patient before the visit rather than discovering the gap at check-in.
Your staff. Consent, ID and insurance documents are collected and held for review, and a person on your team decides what is filed and where. The collection is automated; the filing decision is not.
A confirmation by text or email with the appointment details and your pre-visit instructions, plus the link for consent and insurance card upload. One message covers what they need to know and what they need to do.
Related
Patient intake
Structured intake workflows that capture and verify patient data during the call
Next step
New patient scheduling
How a first-time caller becomes a booked appointment on one call.
Next step
AI receptionist workflows
Step-by-step workflows for the calls a practice actually gets.
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See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.
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