The Pros & Cons of Web-based Check-in and Registration

However, he said, “For us, the benefits are simple. It streamlines our intake process; we can get patients registered and have the insurance verified before they ever show up in the lobby. Once they get there, we collect the co-pay and off they go to see the doc. There are no drawbacks for us either. Occasionally technical glitches happen, but they are rare.”

Some professionals see Web registration differently. “While Web registration is a very useful tool for the doctor, it has very little advantage for the patient,” said Jay Corn, president of Medical Check In System, Inc. “The doctor gets the advantage of having the data already in a file that can be imported into their practice management software. Another advantage is the screening of the software for blank data, whereas the computer can require certain information before completing the registration. Although every precaution is taken in the online forms, the office must still review the information for mistakes such as spelling, blank fields and incorrect entries, to avoid misdiagnosing or insurance claim denial.”

Essentially, Corn said, the patient sees no advantage to Web registration, as the same information can be taken at the time of the visit, either on a computer or in paper form. “It also can be a frustration point for the patient,” he added. “Remember, the patient does not have anyone to ask immediate questions when online. If it’s not simple enough, it could cause the patient to give up and avoid it altogether or, even worse, move on to a doctor who caters a little more to personal service.”

Most of all, he said, Web registration is for the patient who has no urgent needs. “It does have an advantage for an employer that wants to push employees to a pre-arranged provider in case of an accident,” he said. “If you are hurt on the job, you won’t have time to stop by your office and fill out forms on your computer. Extending the wait time for treatment will only frustrate the patient.”

And, he added, “Even with Web registration, the medical facility will still need a HIPAA-compliant sign-in method when the patient arrives.”

The Medical Check In Systems kiosk offers a unique format that changes the way patients register themselves on-site, without requiring a staff member to re-enter data the patient has written down. “It is a touch screen sign-in system designed to replace the traditional paper sign-in sheet,” Corn explained.

“It provides the office with a well-organized list of patients, legible names and exact times,” Corn said. “And allowing multiple office staff to monitor the sign-in process can easily improve the overall efficiency. Having the sign system at the door also reduces interruptions at the window. Medical Check In provides the patient with privacy and expedites the sign-in process. In 10 seconds or less, the patient can notify everyone in the office of their arrival.”

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