From managing packed schedules to fielding endless phone calls and handling check-ins, front-office staff are juggling more than ever. Administrative tasks keep piling up, but patients still expect a smooth, efficient check-in experience. It’s no surprise that healthcare organizations are looking for better ways to support their teams. 

That’s where digital intake comes in and why more healthcare organizations are turning to it. It’s not just a tool to reduce paperwork, but to streamline operations, improve data accuracy and free up staff time to focus on the patients.  

It’s no longer just about going paperless—today’s best tools use AI, smart automation and mobile-friendly features to help teams work more efficiently and take better care of patients. 

Phreesia is helping organizations across the country see intake in a new light—as a smart, efficient way to improve operations, collect better data and engage patients from the very first touchpoint. 

1. Automate admin work and free up your team’s time 

Manual tasks like collecting copays, checking insurance and updating patient demographics take up a lot of time—and they’re easy to get wrong. When your team is already stretched thin, every bit of saved effort counts. 

Phreesia’s platform makes it easier by automating the routine tasks: 

• Copay and balance collection: Patients can pay during registration, often before they even walk in 
• Real-time eligibility and benefits checks: Instantly verify coverage with Phreesia’s powerful, built-in automation—no manual work required 
• Smart scheduling and reminders: Integrated tools keep patients on track and reduce no-shows 

“The ability to catch the money on the front end has been very helpful. We send fewer statements, save on postage and keep our accounts receivable low.” —Belinda S. Pitts, Billing Office Manager at Elite Women’s Care 

The bottom line? Every minute your staff spends on repetitive tasks is a minute they could be spending on higher priority tasks. 

2. Simplify consent forms to keep workflows compliant 

Consent forms are part of the job—but outdated processes can slow things down and frustrate patients. Some organizations still ask every patient to fill out the same forms every year, whether they need to or not. 

Phreesia makes the consent forms process smarter with tools that: 

• Send the right forms based on the visit type or procedure 
• Track form status and keep everything compliant 
• Let patients review and sign ahead of time, at their convenience 

“If someone comes in on December 27 and again in January, we used to have them fill out the same forms twice. Now our intake is tailored. It saves time and makes more sense.” —Sarah Barnes, Front Office Manager at Northside Pediatrics 

It also helps staff build trust. If a patient hesitates to sign, the team can follow up with helpful info and guidance—not just a clipboard. 

3. Reduce errors and avoid denied claims 

Accurate patient and insurance details are key to getting paid—but collecting them manually or by phone often leads to mistakes, delays and denials. 

Phreesia’s self-service intake solution helps patients: 

• Enter their personal information securely and directly 
• Upload images of their insurance cards from their device 
• Confirm appointment details ahead of time 

“Even when staff are careful, it’s easy to mishear something on the phone. When patients input the information themselves, we’re less likely to make mistakes—and it’s done before they even get here.” —Belinda S. Pitts, Billing Office Manager at Elite Women’s Care 

Fewer errors mean faster payments and less time spent fixing issues. Your front-office team becomes a revenue driver—not just a data collector. 

4. Give staff more time to care for patients 

The biggest win with digital intake? Reclaiming time from repetitive tasks and giving it back to your team. Less paperwork means your staff can be more present with patients and offer the support that makes a difference. 

Instead of juggling forms, phones and payment terminals, they can: 

• Help patients who aren’t tech-savvy 
• Answer questions and give personalized care 
• Focus on patients with urgent or complex needs 

This is especially important for older adults and those who need extra help during check-in. 

“Our families appreciate the faster registration process and shorter wait times before their appointments. For our providers, we’re able to see patients sooner and have the patients’ complete information before starting the visit. As a whole, Phreesia has helped create a more positive, convenient experience for everyone.” —Northwest Pediatrics 

Digital intake simplifies front-office workflows and gives patients a faster, smoother check-in. When staff feel supported and empowered, they’re more engaged and more likely to stick around. 

Smarter tools for a smarter intake process 

The best organizations aren’t just digitizing intake—they’re making it smarter. 

Phreesia’s platform goes beyond forms with: 

• AI-powered workflows that guide patients based on visit needs 
• EHR and billing integrations that share data seamlessly 
• Dashboards that flag issues like unsigned consents or missing patient data 

It’s all about making the intake process more efficient, more insightful and more connected. 

Make intake your advantage 

Intake sets the tone for the entire patient visit. With the right tools, it’s not just a box to check—it’s a chance to improve care, reduce stress and keep your team running smoothly. 

Thousands of healthcare organizations trust Phreesia to help them do just that. 

Learn how digital intake can work for your team. Request a personalized demo today 

FAQ 

Q: How does digital intake improve front-office efficiency? 

A: It automates tasks like copay collection, insurance checks and consent forms—cutting down on manual work and improving accuracy. 

Q: What are the benefits of self-service patient intake? 

A: Patients can complete forms, scan their insurance cards and update their info on their own devices—reducing errors and helping you get reimbursed faster.