This system turned the stressful, paper-heavy chore of visiting the doctor into a smooth, digital experience. By moving all forms and payments to a patient's phone before they arrive, clinics have virtually eliminated waiting room clutter and the manual data entry that typically slows staff down. The business impact is clear: clinics are seeing much faster patient turnover and a significant boost in revenue. Because the system automatically identifies exactly what a patient owes and offers simple, automated payment plans for larger bills, it has made it easier for patients to pay and much harder for revenue to slip through the cracks. It’s a win-win that has replaced administrative headaches with a modern, professional flow that keeps both patients and clinic managers happy.
Patient Intake & Revenue Management System
Overview
A Case Study on How We Cut the Paperwork and Fixed the Payment Process for Clinics
The goal was to build a single, easy-to-use platform that handles everything from the moment a patient schedules an appointment to the moment their final bill is paid. Instead of staff jumping between different software or handling stacks of paper, this system puts everything (check-ins, medical forms, and payments) into one clear dashboard. It talks directly to the clinic's main database (NextGen), keeping information accurate and up-to-date without the manual headache.
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Requirements
Our solution
Traditional intake involves physical forms, manual data entry into the EMR, and repetitive phone calls to confirm details. This leads to long wait times, data entry errors, and high administrative costs.
We created a Digital Intake System. Patients get a link on their phone before their visit. they can sign consents, upload their insurance card, and fill out their info from home. If the info they provide is different from what's on file, the system flags it so staff can fix it with one click.
Collecting co-pays, past balances, and complex deductibles is often a point of friction. Without real-time visibility into what a patient owes, clinics often miss collection opportunities or struggle with manual reconciliation.
We built a Unified Financial Command Center. By integrating directly with Instamed, the system provides a real-time "Balance Capture" view. It intelligently identifies copays, past balances, and co-insurance. The system also introduces Automated Settlement Rules, ensuring that partial payments are applied to the most urgent balances first.
High out-of-pocket costs can lead to cancelled appointments or unpaid bills if patients cannot afford to pay the full balance upfront.
We introduced Automatic Payment Plans. For any bill over $100, staff can set up a simple monthly or weekly plan. The system securely stores a card and handles charges automatically, making it more affordable for the patient and ensuring the clinic receives payment.
Management often lacks clear data on how many patients are dropping out of the intake process or which locations are underperforming in collections.
We developed an Advanced Analytics & Reporting Suite. The system tracks "Workflow Drop%" (where patients stop filling out forms) and provides granular "Revenue Reports" by region, location, and payment source. This allows leadership to make data-driven decisions to improve clinic performance.
Results:
A single dashboard view for staff to see exactly who is arriving, who has finished their paperwork, and who owes a balance.
Detailed insights into revenue by physician, location, and payment method, including tracking for "Expired" or "Declined" cards on file.
Integrated HIPAA-compliant document management for reviewing insurance cards and signed consents without paper files.
The system automatically detects if a copay was already paid via a mobile link, so patients are never asked to pay twice.