Prepare for Pre-Check-In

PCC is currently piloting a Patient Pre-Check-In feature. Once enabled, your patients and families will be able to add, confirm, and update patient, billing and insurance information through the Patient Portal, ahead of their visit.

Patient Pre-Check-In is currently in limited pilot testing and not yet available to all PCC clients. There are steps you can take now to ensure that your practice is ready for the launch of Pre-Check-In.

Prerequisites

Appointment Book

Pre-Check-In requires PCC’s Appointment Book. If your practice still uses SAM, PCC’s original scheduling tool, or another scheduling method, it is necessary to transition to the Appointment Book before using Pre-Check-In. To begin using Appointment Book, contact PCC support.

Check Patients in Through PCC EHR

Ensure that your front-desk staff are using PCC EHR’s check-in feature. Updated information submitted through Pre-Check-In is found there, and can be reviewed and imported before or when the patient arrives for their visit.

Patient Portal

Pre-Check-In is completed through PCC’s Patient Portal. Each patient scheduled for an appointment needs a Patient Portal account associated with their billing account to receive Pre-Check-In notifications and to complete the Pre-Check-In process.

If your practice is already using Patient Portal, existing Patient Portal billing accounts need be linked to EHR accounts. Use the “Add” button in PCC EHR’s demographics component to link the EHR account to the matching person’s Patient Portal account or create a new Patient Portal account as needed.

For more information on managing Patient Portal accounts, click here.

Review Your Practice Workflow

Phone Numbers and Phone Number Labels

Make sure you’re only using the phone number fields for numerical phone numbers. Any other text, such as “ex” to record an extension, for example, will be stripped out of the information presented during Pre-Check-In. When a user updates or confirms a phone number during Pre-Check-In, the updated, or re-formatted version will overwrite any existing text or phone number in PCC EHR.


 

Account Demographics phone number labels are customizable and managed through the Practice Managment window in PCC EHR. The labels are visible in Patient Portal during Pre-Check-In. Ensure that they are appropriately labeled and that they will make sense to your patients and families if they need to update any numbers you have on file. If you need help adjusting phone labels, contact PCC support.

Notifications

Review how you communicate with patients and families in advance of a visit. A notification to complete the Pre-Check-In process is sent two days before the scheduled visit. Consider how this additional notification fits into your overall patient communication. If you use Notify, Broadcast Messaging, CHADIS, and Pre-Check-In, that could result in a flood of reminders and messages prior to an appointment. Consider adjusting your Notify or Broadcast Messaging usage to let the Pre-Check-In notification serve as an additonal reminder.

If someone in your office manually makes appointment reminder calls, use that opportunity to remind patients and families to complete Pre-Check-In.

Eligibility

Users can submit updated insurance information through Pre-Check-In. Be prepared to review any Pre-Check-In results when checking Insurance Eligibility before a visit, so you can ensure that you have the most up-to-date insurance information for each patient.

Adjust the Appointment Book – Patient Details Protocol

Adjust the Appointment Book – Patient Details Protocol so you can quickly check if a patient has a Portal User associated with their billing account during scheduling.

Open the Protocol Tool in PCC EHR’s configuration menu and select Appointment Book – Patient Details under “Chart-wide Builders”. Move the Account Demographics component to the top of the protocol, so it will be immediately visible when you click the Details button in the Appointment book.

Prepare to Configure Pre-Check-In

You will not be able to complete the following steps until Pre-Check-In is enabled for your practice, but by making some decisions in advance, you’ll be able to quickly complete Pre-Check-In configuration when it is available.

Visit Reasons

Determine which of your practice’s visit reasons should trigger Pre-Check-In. When Pre-Check-In is turned on, all visit reasons will automatically be set to trigger Pre-Check-In. This may not be ideal for your practice. Consider in advance which visit reasons should not use Pre-Check-In. For example, you may not want parents to go through Pre-Check-In for a Newborn Hospital Visit or Immunization Only visits.

Insurance Card Document Category

When Pre-Check-In is enabled, a new document category called “Pre-Check-In Insurance Cards” is automatically created. By default, insurance card images submitted through Pre-Check-In are added to this category. If you already have an insurance card category, or prefer to create a category with a different name, a different category can be selected through the Document Administration tool in PCC EHR’s Configuration menu.

For a walk-through of managing Pre-Check-In documents, click here.

  • Last modified: February 28, 2024