Digital Patient Intake Guide for 2025: Key Insights for Healthcare Practices

As patients increasingly expect healthcare to match the convenience and personalization of other industries, specialty practices should be rethinking how they manage the intake process.

(Hint: The future of patient intake is—mostly!—digital and automated.)

Promptly is designed to meet these heightened expectations head-on. Whether it’s checking in via a smartphone or on a kiosk, Promptly offers a flexible and intuitive experience that’s highly adaptable to each practice’s distinct needs.

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Digital patient intake solutions matter more than ever

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The traditional check-in process (clipboards, paper forms, and long wait times) can frustrate your patients and overburden your staff. Today, the majority of patients want to manage their healthcare intake the same way they’d do so with everything else: digitally and on their own time.

Promptly’s digital payment intake solutions make that possible. Patients can check in from home, upload insurance information, fill out consent forms, complete medical history information, and even prepay—all before arriving at your practice.

But what about those who just don’t want to use digital check-in tools? At Promptly, that’s a big part of why we’re here: We want to help automate and digitize what we can for those who prefer it, freeing up your staff to spend more time with those who do prefer an in-person intake experience. 

For us, it’s all about balancing technological capability with the comfort and preferences of each patient.

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Use digital check-in to drive a great in-person experience 

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Today’s patients want healthcare check-in to be simple, fast, and tailored to their preferences. Long wait times and repetitive healthcare forms can quickly make that experience a frustrating one.

With Promptly, patients can complete the check-in process from their own device or at a clinic kiosk, both with the same easy-to-use interface. We guide them through medical history updates, insurance information uploads, and payments in a way that’s intuitive and efficient. 

When it’s time to check in, practices can send automated messages via the channels their patients prefer—including text, email, and IVR—inviting them to complete the process when it works best.

Out-of-date consent forms and missing information are flagged for patients and easy to complete, and patients can even prepay using their preferred method—including Google Pay, CareCredit credit cards, and more. (Learn how Promptly’s integrated digital tools improve the patient experience.)

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Boost practice productivity and improve care through patient intake automation

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When your specialty practice team is manually scanning forms and entering data, patient care suffers.

Promptly’s intake automation streamlines the entire process. (In fact, your staff can save 1,700+ hours a year with our workflow automation strategies.) Our system integrates with your practice management and electronic health record platforms, your patients check in at their convenience, and your staff spend less time on tedious tasks.

And when patients do need extra help, your team has more time to provide it—whether that’s talking over billing questions on the phone or clearing up a scheduling conflict in person.

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Ensure accuracy and compliance with digital patient intake 

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Manual data entry isn’t just inefficient—it can be risky. Errors in patient information can lead to billing issues, compliance concerns, and even medical mistakes.

Promptly’s digital intake ensures accurate data capture and secure integration with your practice management and electronic health record systems. Our workflows are HIPAA compliant, and accessibility features like Spanish-language support are available on our kiosk and on your patients’ devices.

Customize intake solutions for your practice

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Every practice is different. Some serve populations with a higher rate of preference for paper statements and phone calls, but more and more cater to mobile-first patients. Some populations might love the ease of scanning their driver’s license to upload information on our kiosk; others wouldn’t be comfortable with it. There are software differences, too, with some practice management systems allowing for more integration than others.

At Promptly, we have experience with all types of practices, and we’re integrated with 14 practice management systems and counting. When we set up new clients with our tools, we show them how to customize their intake process (and just about everything else). From payment options to forms to kiosk check-ins, we help practices personalize their intake process to meet their unique patient populations where they are.

And when you need support or see an opportunity for improvement? We’re always listening—if a practice needs something built out, we’re on it.

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Why we do what we do

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At Promptly, we’re not just digitizing check-ins—we’re improving the entire patient and staff experience. We identify outdated workflows, listen to what practices need, and build technology that works for real people.

I know how hard people work in specialty practices, and I love going through client tickets and being able to say, “We’re going to do this for you. This will make your life so much easier.”

Digital patient intake is about more than efficiency—it’s about having empathy, being adaptable, and establishing trust with those you serve. And Promptly is proud to help you do just that.

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