Physicians Groups

Patient Intake System for Physicians Groups

Increase patient engagement with self-service patient check-in solutions that help alleviate the challenges of staffing shortages. 

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We Understand the Unique Needs of Physician Groups

With diverse patient profiles seeking integrated care a highly configurable patient check-in platform is critical

  • Flexible intake process for registered or self scheduled patients
  • Increase patient volume with digital intake anytime, anywhere
  • Improve collections with revenue cycle management modules

Patient Intake Anytime, Anywhere

  • Online Pre-Registration
  • Virtual Waiting Room
  • Patient Check-In
  • Kiosk Express Check-In
  • Patient Flow Management
  • Revenue Cycle Management
  • VGo Robot Intake

Vecna Online Pre-Registration

Vecna’s online patient portal empowers patients to manage their care when and where they choose.  Automating intake tasks frees staff to focus on patient care, while helping address front desk staff shortages. Patients review and update demographics and insurance eligibility for accurate real-time intake data collection. Co-pay and cost estimates as well as bill pay options throughout the intake process simplify and increase revenue per patient. Surveys and questionnaires are completed prior to appointments, reducing time spent in the waiting room. Digital signatures for consent forms are collected as part of online pre-registration, eliminating the need for onsite staff to do so. Changes made in the pre-check process are reflected in Vecna's staff facing administrative tool.

Vecna Zero Contact Virtual Waiting Room

Patients safely and conveniently pre-register and check-in for their appointments as well as complete COVID-19 screening questionnaires anytime, anywhere using their mobile device.

Text alerts notify patients when their provider is ready to see them. Patients can safely wait outside, reducing contact with registration staff.

There is no need for contact with on-site equipment as patients use their mobile device’s existing tools such as facial recognition, biometrics, mobile wallet, notifications and navigation.

Text alerts are managed through the Vecna staff facing administrative dashboard.

Vecna Patient Check-in

The time between setting an appointment and arriving onsite for care is critical to the patient intake process. Empowering patients with self-service and automating intake tasks leads to happier, healthier patients - and reduced administrative burden on staff. Vecna's patient intake solutions are customizable to accommodate enterprise organizations, physicians practices, urgent care centers, oncology centers, surgical centers - and everything in between. Vecna digital intake provides patients and staff the tools to complete tasks across devices – whether online, onsite, or on the go.

Vecna Express Self Check-in Kiosks

Vecna self check-in kiosks reduce wait times on average from 10 minutes to less than 2 minutes. Onsite express check-in reduces contact between patients and staff and relieves administrative burden  - providing more time to focus on patient care.
  • Barcode registration for convenient patient check-in
  • Capture digitally signed consent forms and questionnaires
  • Patients conveniently manage their data including demographics, insurance eligibility and verification, payments, and view cost estimates for care – all at the kiosk
  • Secure biometric authentication, (POS) payments, printing, image capture and barcode scanning devices
  • Choose from freestanding, wall mounted or counter kiosks

Vecna Patient Flow Management

The Vecna Staff Dashboard streamlines the intake process to free staff to focus on patient care, and provides comprehensive intake analytics on revenue cycle management, patient data, and registration trends.
  • View patient queue and real-time visit details such as a summary of information entered, edited or confirmed during the intake process.
  • Access full patient details including demographics, insurance, payments, forms, and surveys.
  • Set patient or department specific flags and alerts
  • View KPIs as patients move through the intake process.

Vecna Revenue Cycle Management Solutions

Increase collections pre-service and onsite with convenient bill pay options throughout the registration process. Patients can quickly pay co-pays prior to their appointment and choose to pay all or part of their outstanding bills. The option to save payment information promotes timely payments. Automated real-time insurance eligibility confirmation saves time for staff and reduces your amount of denied claims. Patients can easily update their insurance information by uploading during online registration, or onsite with our kiosk image scanner.  Insurance updates are flagged for review in the Vecna staff facing administrative dashboard. Providing patients real time cost estimates prior to receiving care supports compliance with pricing transparency guidelines. Cost of care estimates help patients make informed care decisions about treatment and physician selection.

VGo Robotic Patient Intake

VGo Assistive Telepresence Robot empowers health systems to welcome patients personally and provide live assistance with appointment registration tasks – all without compromising the safety of staff or patients.

  • Complete patient intake activities such as registration, bill pay, checking insurance eligibility, receiving estimates, and scheduling future appointments – all through the VGo.
  • Registration staff can work from anywhere and still monitor multiple locations within a facility by driving remote controlled VGo.
  • Leverage VGo to personally escort patients to their care provider.
  • The user can see hear, talk, and move their VGo anywhere using their 100% remote-controlled VGo while interacting with patients or team members onsite.

Opening the Digital Front Door

Touchless Mobile Check-in and Virtual Waiting Room for Physician Groups

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Vecna Patient Intake Platform | Choose from Mobile, Tablet or Kiosk

  • Kiosk
  • Mobile
  • Tablet
  • Patient Queuing Display

Vecna Express Check-In Kiosk

Our registration experts will consult with you on kiosk placement to help provide a seamless patient check-in experience. Kiosks in the registration area reduce the check-in process on average from 10 minutes to 2 minutes – and minimize contact between patients and staff. Express check-in enables barcode registration for convenient check-in. Patients can manage their entire registration process including demographics, insurance eligibility, payments and view cost estimates for their care.

Each kiosk model is equipped with chip-and-pin payment processing, palm-vein scanning, printing, image capture, and barcode scanning devices.

Choose from freestanding kiosks, wall mounted kiosks or counter mounted kiosks. Vecna kiosks are ADA compliant.

Vecna Touchless Mobile App and Virtual Waiting Room

Put self check-in right in the palm of your patients' hands. Patients can safely and conveniently manage and check-in for their appointments as well as complete COVID-19 screening questionnaires anytime, anywhere using their mobile device. Text alerts notify patients when their provider is ready and enable contactless virtual waiting rooms.

There is no need for contact with on-site equipment as patients use their mobile device’s existing tools such as facial recognition, biometrics, mobile wallet, notifications and navigation.

Patients can not only pre-register, but also easily update demographics and insurance, make payments and receive cost estimates for their care.

Vecna Tablet Self Check-In and Digital Clipboard

Vecna Patient Intake Platform can be conveniently implemented with tablets. Use tablet or counter stands to provide patients with socially distanced registration or hand tablets directly to patients for staff assisted check-in.

Vecna Digital Clipboard enables digital signature capture as well as form completion, questionnaires and surveys. Patients can manage their entire registration process including demographics, insurance eligibility, payments and view cost estimates for their care.

Tablets are equipped with remote shut down capabilities and security protocols to ensure proper use.

Vecna Patient Queuing Display

Use Vecna Patient Queuing Displays to provide clear, confidential communication with patients in waiting areas. Monitors integrate with the Vecna staff facing administrative tool so registrar can view and update patient queues including pre-registration and check-in processes in real-time.

The Vecna Staff Dashboard streamlines the intake process to free staff to focus on patient care. In addition to patient queuing the staff facing admin tool provides real-time visit details and summary of information entered, edited or confirmed during the intake process. as well as full patient details including demographics, insurance, payments, forms, and surveys. Staffs can conveniently set patient specific flags and alerts.

Vecna Express Check-In Kiosk


Our registration experts will consult with you on kiosk placement to help provide a seamless patient check-in experience. Kiosks in the registration area reduce the check-in process on average from 10 minutes to 2 minutes – and minimize contact between patients and staff. Express check-in enables barcode registration for convenient check-in. Patients can manage their entire registration process including demographics, insurance eligibility, payments and view cost estimates for their care.

Each kiosk model is equipped with chip-and-pin payment processing, palm-vein scanning, printing, image capture, and barcode scanning devices.

Choose from freestanding kiosks, wall mounted kiosks or counter mounted kiosks. Vecna kiosks are ADA compliant.

Vecna Touchless Mobile App & Virtual Waiting Room

Put self check-in right in the palm of your patients’ hands. Patients can safely and conveniently manage and check-in for their appointments as well as complete COVID-19 screening questionnaires anytime, anywhere using their mobile device. Text alerts notify patients when their provider is ready and enable contactless virtual waiting rooms.

There is no need for contact with on-site equipment as patients use their mobile device’s existing tools such as facial recognition, biometrics, mobile wallet, notifications and navigation.

Patients can not only pre-register, but also easily update demographics and insurance, make payments and receive cost estimates for their care.

Vecna Tablet Self Check-In and Digital Clipboard

Vecna Patient Intake Platform can be conveniently implemented with tablets. Use tablet or counter stands to provide patients with socially distanced registration or hand tablets directly to patients for staff assisted check-in.

Vecna Digital Clipboard enables digital signature capture as well as form completion, questionnaires and surveys. Patients can manage their entire registration process including demographics, insurance eligibility, payments and view cost estimates for their care.

Tablets are equipped with remote shut down capabilities and security protocols to ensure proper use.

Vecna Patient Queuing Display

Use Vecna Patient Queuing Displays to provide clear, confidential communication with patients in waiting areas. Monitors integrate with the Vecna staff facing administrative tool so registrar can view and update patient queues including pre-registration and check-in processes in real-time.

The Vecna Staff Dashboard streamlines the intake process to free staff to focus on patient care. In addition to patient queuing the staff facing admin tool provides real-time visit details and summary of information entered, edited or confirmed during the intake process. as well as full patient details including demographics, insurance, payments, forms, and surveys. Staffs can conveniently set patient specific flags and alerts.

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