Patient Portal - Self Check-in

Another feature of Patient Portal is the ability for the patient to check themselves in when they arrive at the practice. There are two methods of doing this, both explained below. By default, they can only check-in if they are within 30 mins of the start time of the appointment or 5 mins late at the start of the appointment. These early/late timings can be changed upon request.

If they attempt to self check-in outside of these intervals it’ll simply tell the patient it was unsuccessful and to contact the practice.

You will get the usual stickman icon if a patient has used self check-in and they have already completed all forms, however, if there were forms outstanding there would be a target icon instead.

Forms completed

Forms outstanding

In the event that a patient has used self check-in but there are forms outstanding, you can see which ones these are by right-clicking the appointment and using the ‘Action Required’ option.

You can only click ‘Action Required’ on patient appointments that have been checked in. It’s greyed out otherwise.

Contactless check-in

Patients can check-in for their appointment via their Patient Portal link by selecting 'Check in now'.

This will take patients to their check-in screen. From here they just select the ‘CHECK IN NOW’ button. This will arrive at the patient for their appointment and display a message confirming successful check-in or advising them to see reception if it was unsuccessful.

Kiosk check-in (not contactless)

You can also let patients self check-in using a tablet setup near the front desk area of the practice.

Please note however that this method is NOT a contactless service as the patient has to interact with the tablet for this to work.

Tablet requirements
Ipad on iOS 11+ running Safari
Android on 4+ running Chrome

Enter this link into the tablet browser (Chrome for Android & Safari for IPad) and bookmark it or save as the homepage for future usage: https://bit.ly/30FTVOn

You can also register the kiosk to allow patients to check in using their family name + date of birth, this is handy if they don’t have their QR code with them. To set this up in Exact go to ‘Configure > Patient Experience > Click Kiosk Management - This will show a QR code that you need to scan with the tablet’.

It is important that you follow the below steps for this to work

Tap on My Pass on the tablet
This will load the front facing camera and you should be able to see yourself
Turn the tablet around so that you are looking at the back of the tablet
Point the front of tablet at the Exact screen with the QR code
The camera should scan the QR code in Exact and reload the check-in page so the option to check in with My Pass or Family Name + Date of Birth appears.

Check-in messages

There are 2 default messages that will appear on the check-in kiosk depending on whether the patient has completed their forms or not.

If forms are completed they will see - ‘“Thank you, Please take a seat”

If forms are outstanding they will see - “You have outstanding forms to complete before your appointment, please see reception”

To change the messages go to: Configure > Patient Experience > change the message and click ok