Set up and use patient digital check-In
The Patient Digital Check-In feature allows patients to complete the check-in process electronically before or when they arrive for an appointment. Practices can configure check-in options, customize frequency, and provide patients with multiple ways to access the check-in experience.
Choose how patients access digital check-in
- Patient Portal (Web/MyRXNT app): Patients can access Digital Check-in through their existing PHR account when they have an eligible appointment.
- Email or SMS: Patients can receive a notification with a link to start Digital Check-in directly from their phone or computer. To offer this option, enable the appropriate SMS and/or Email notifications during setup.
- Kiosk/Practice Device: If your practice uses a shared device or kiosk for check-in, copy the Digital Check-in URL to the device. Patients can then use the device to complete the check-in process.
- QR Code: Display a Digital Check-in QR code in your waiting room or another patient-facing area. Patients can scan the QR code with their phone to open Digital Check-in and complete the process from their own device.
Get started
From the main Product Dashboard, navigate to the Utilities and choose Digital Check-In.
On the Digital Check-in settings screen, PHR Check-in is enabled by default. When enabled, patients can check in through the Patient Portal using a desktop or the MyRXNT app. To prevent patients from checking in through these platforms, toggle the feature off.
Enable standalone check-in
Standalone Check-in is disabled by default. Toggle it on to configure the available standalone check-in options.
Once toggled on, you’ll see additional settings enabled by default. These additional settings include:
- Send a check-in link to patients 24 hours before their appointment via email/SMS.
- Send reminder link 1 hour before conditionally if they have not yet checked in.
These features can be disabled at any time to align with your practice preferences.
Share check-in access
Patients can access digital check-in through several methods. Practices can use the option or combination of options that best fits their workflow.
Practice device PIN management
The system includes device PIN management to help secure kiosk-style check-in options. Administrators can configure device PINs to control access to check-in devices used in the practice.
Unique check-in link
The practice can copy and paste the provided URL onto a tablet or dedicated device in the office for patients to complete check-in using a kiosk-style experience.
QR code
Practices can provide a QR code so patients can quickly scan the code with their phone to open Digital Check-in and complete the process from their own device.
Digital check-in
If both PHR Check-in and Standalone Check-in are disabled, patients scheduled for telehealth appointments will receive a notification by email or SMS.
To begin a kiosk-style experience, copy the Digital Check-in URL to the device. Practice administrators must enter the 6-digit Practice Device PIN from the Digital Check-in settings.
The patient can enter their first and last name and date of birth, or scan the QR code to complete the check-in process on their own device.
If the patient is using their own device, they’ll need to verify their identity after submitting their information. On the Verify Your Identity screen, the patient can choose to receive a verification code by Text or Email.
After selecting Text or Email, tap Send Code.
A verification code will be sent to the phone number or email address associated with the patient’s account, based on the delivery method selected. The patient should enter the code on the Multi-Factor Authentication screen to proceed with the check-in process.
Step 1: Visit info
Once the patient submits their information, they’ll see their Appointment Details on the first step of the check-in process. The progress indicator at the top of the screen shows the patient’s current step and the number of steps required to complete check-in.
The patient taps Continue to move to the next step.
Click Continue
Step 2: Patient info
The Patient Information screen displays the patient’s name, date of birth, sex, address, and preferred contact information. Patients can update their address as needed, while demographic and contact information is read-only.
The patient taps Continue to move to the next step.
Step 3: Forms
If forms are required, all of them must be completed to finish the check-in process. This step is conditional and may require intake forms, consent forms, or both, depending on your practice needs. In this example, the patient is required to complete a consent and intake form.
The total number of required forms is displayed.
The patient can tap the Form Name or Open Forms to begin. Tap Back to return to the previous step if needed.
The patient will need to enter the required information to complete the Consent Form. They can exit the form at any time if needed. The number of remaining forms is displayed in the upper-right corner of the screen and updates as each form is completed.
Once the patient has acknowledged the form and entered their digital signature, they’ll tap Sign to complete the form.
The patient will need to enter the required information to complete the Intake Form, then tap Complete to continue.
Step 4: Payment
If the appointment requires a payment at the time of check-in, the patient must complete the required payment before check-in can be completed.
If the patient also has an outstanding balance, they’ll be directed to Patient Bill Pay to review the balance. However, payment of the outstanding balance is not required to complete check-in. The patient can choose to Skip Payment and continue with the check-in process.
If a case was not associated with the appointment, the patient will need to select a case. If a case was associated with the appointment, it will be selected by default and cannot be edited. In this example, no case was linked to the appointment, so a case will need to be selected.
The patient taps Proceed to Payment to continue to Patient Bill Pay.
If the patient has a self-pay case, they will be required to pay the deposit amount, which will be selected by default and displayed as Required Appointment Deposit.
If the patient has an insurance case with an associated copay, they will be required to pay the copay amount. The copay amount will be selected by default and displayed as Required Copay Deposit.
If the patient has an outstanding balance, it will also be displayed under Additional Payment and selected by default. The appointment details, including the date and any CPT codes with a brief description, will also be displayed.
The patient can deselect the Pay Towards Patient Balance checkbox if you prefer to only pay your required deposit.
If the patient also wants to pay toward their patient balance, keep Pay Towards Patient Balance selected to pay the total balance amount. If they want to pay a specific charge or a portion of the balance, they can select the desired charge and enter the amount they want to pay in the Pay field.
If the patient’s appointment does not require a payment at check-in but they have an outstanding balance, they can select Skip Payment if they do not wish to make a payment at this time. This allows them to continue the check-in process without making a payment toward their outstanding balance.
Credit Card is selected by default, as it is the only available payment method. If the patient has only one card on file, it will be selected by default. If the patient has multiple cards on file, their default card will be selected automatically.
If the patient needs to add a new credit card, they can click Add New Card, enter the required card information, and click Save to add the card.
If the patient has multiple cards on file, they can set any card as their default payment method by clicking the three dots next to the card they want to use, then selecting Set as Default.
The patient’s outstanding balance is displayed in the Account Summary. After selecting the balance or entering the amount they wish to pay, they’ll need to scroll down to the payment section.
The Payment Summary will display the patient’s total payment amount for their appointment, along with any remaining balance.
The patient will then need to click Submit Payment to process their payment.
Once the patient’s payment is submitted, a Payment Submitted & Check-in Completed confirmation will be displayed with their payment details, including the amount paid, practice and patient information, payment summary, card details used, and any remaining balance.
The patient is now checked in for their appointment.
If the patient wants the receipt emailed to them, they can tap Email Receipt, enter the email address, and tap Send or tap I’m Done.
Once the patient taps I’m Done, the screen will automatically return to the Enter Patient Details screen.
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