Five Patient Registration Best Practices

Streamlining your patient registration system will set up your organization for greater success.  By improving the efficiency and accuracy of your patient registration process, you can significantly lower your number of claim denials, and in turn, see better bottom lines quarter after quarter. An effective patient registration system will lessen the denials your organization sees based on ineligibility, incorrect patient identification, and terminated coverage.


Read on for our five patient registration best practices to implement now, and you can look forward to smooth sailing.


1. Implement Screen Recording During the Registration Process.

Recording incorrect patient data can lead to a range of problems down the road. A key patient registration best practice is to make the most of the technology available today to increase accuracy and maintain a complete paper trail.

Did you know you can implement screen recording in registration areas to ensure that patient data has been entered correctly into the registration system? Screen recording works through your organization’s computer system by generating a one frame per second recording that is transferred to the cloud or server infrastructure, processed, then saved for later playback. Having a complete record, including video of what’s happening on the screen during registration, can make compliance easier.


2. Pre-Script Your Staff’s Conversations.

Do you have a script for your staff to use when interacting with patients during the registration process? Creating a script can help ensure that all the necessary points are hit and the data you need is collected.

You can take this practice a step further by monitoring the use of set conversation scripts.  Implement technology to record calls with patients and capture whether procedure instructions are being delivered, self-pay estimates are given, and copay requests are recorded. Insights collected from the review of these recorded discussions can help with quality assurance and as future staff training.


3. Periodically Check Your Work.

Quality assurance is paramount to a successful patient registration system. Consider your end-goal for improving your patient registration system. Would you like to see fewer claim denials annually? Is patient satisfaction an area your organization wants to work on? Perhaps shorter wait-times for patients are salient goals for your team.

No matter what your KPIs are, define the points of data you need to map, as well as the metrics you will use to measure improvement in each of your key areas. Performing periodic quality assurance, or “checking your work,” will show you exactly where your efforts are paying off, and where greater concentration may be required.


4. Utilize Contactless Patient Registration.

The Trace® platform from Vyne Medical provides a way to safely and efficiently check-in patients while avoiding direct contact. Now, more than ever, social distancing and reducing the number of times a shared surface is accessed by multiple people is imperative. A contactless registration system allows patients to import protected digital files electronically, including images and documents of medical orders, ID and insurance cards, and medication information.

With Trace, information uploaded by the patient is encrypted both in transit and on the server, so you can be sure unauthorized third parties won’t have access to the data.


5. Thoughtfully Select Technology Systems to Streamline Your Registration Process.

Many health institutions are reaching their goals related to patient registration through the use of a comprehensive electronic patient intake platform that is also safe and secure. Keeping all the necessary information in a single place helps ensure every member of your team is on the same page throughout the patient’s journey.

Your organization can implement all of the above best practices through Vyne Medical’s Trace system. Ask about putting the Trace contactless registration solutions to work for you. Contact us to schedule a call with one of our Vyne Medical healthcare solution experts today.



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