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Digital Solutions for Challenges in Patient Onboarding

Patient Onboarding Solution


Patient Onboarding is the process of enrolling and administrating new patients and orientating them in the healthcare facility. Traditional patient onboarding processes have several challenges, such as time-consuming, manual errors, missed appointments, and reliability on team members.


Both employees and patients have been struggling for smooth onboarding in most healthcare facilities. Dissatisfied patients from the administration might lead to customer loss, while administrative burdens can increase enterprise risk.


So, how can we overcome patient onboarding complexities? Do you think an online patient boarding platform or a digital clinical trial management system could be a viable solution?


In this blog, we have highlighted a few patient onboarding solutions leveraging digital technology, which have been effective in the past with seamless onboarding, streamlining workflow, and building healthy customer relationships.


Key Challenges in Patient Onboarding


The below mentioned are some of the critical challenges most healthcare service providers face in the patient onboarding processes.

Excessive Manual Work and a load of papers

The non-digital onboarding process involves a substantial amount of manual work and extensive paperwork. Starting from the entry-level forms and manual entry of information introduces numerous loopholes in the process.


Furthermore, multiple individuals often have to work simultaneously for the continuous flow of information. There is no solution for the incorrect entries and missing data in the paperwork.


On the other end, patients are also burdened with multiple files, which they must carry every time for appointments and prescription refills.

Data-Intensive Processes

Employees and healthcare providers have piles of data that need to be tracked and filtered out during onboarding.


Data structuring and mapping out gets hectic by following traditional onboarding methods. It requires excessive manpower. Also, interdependency on employees makes the process time-consuming, disorganized, and ineffective. In brief, traditional onboarding processes are never-ending.

Issues with compliance

It is critical for healthcare facilities to comply with laws and regulations, such as HIPAA (Health Insurance Portability and Accountability Act of 1996). Besides, each organization has to comply with strict rules to offer healthcare solutions to its patients.


There are chances of human errors and incomplete data in collecting information manually. Slow monitoring, inaccuracies, and improper collection of data have higher chances of incompliance with governed regulations and laws.


In a nutshell, traditional methods of onboarding and data management can have adverse effects on healthcare businesses.


There is always a chance for accumulated & insecure data, excessive involvement of employees & interdependency, costlier, inaccurate, time-consuming, ineffective business flow, and dissatisfied customer experience.


Digital Patient Onboarding Solutions


Digital healthcare solutions play a critical role in supporting patients with medication compliance, accessing medical reports, communicating with healthcare providers, and saving time during visits. Now, let’s explore how the digital patient onboarding process and clinical trial management systems can be helpful for healthcare facilities.


  • Digitize and Automate: Seamless Patient Pre-Screening, On-Boarding & E-Consent

According to research, customers and clients tend to find a solution to their queries on their own. A Self-Service Portal for a patient will remove paperwork and save time during healthcare facility visits. A pre-screening form, e-consent, and customized tools will make it easier for a patient to onboard.


  • Questionnaire Management- Quick and Accurate Data Capture

Using a dynamic form builder for questionnaires and checklists enables healthcare facilities to capture patient data through multiple channels effortlessly. Facilities can also export and synchronize this data to external portals for easiness in the patient onboarding process.


  • Easy Data Management- External System Integrations

A customized web portal or mobile app for onboarding can neglect most of the manual work and inaccuracies. Furthermore, patients can easily access their medical information and relevant data at their fingertips. It also gets easier to integrate and push data to external sources as needed. Appropriate patient data management is possible with a digital platform.


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Digital Patient Onboarding Key Features


  • Privacy protected data
  • E-consent EMR integrations
  • Questionnaires
  • Checklists
  • Conditional logic (If-this-then-that rules)
  • Quick chat/messages, 24*7 Customer Support
  • Appointments & Schedules
  • Facility Hours & Holidays
  • Custom APIs


Benefits of Digital Patient Onboarding Software


  • Enhanced Patient Experience

Digital portals enable easy onboarding eliminating paperwork and manual entries. Patients can fill in digital forms at their convenience and submit e-consent online only which reduces time-wasting and improves patient satisfaction.


  • Time & Cost Savings

With an enterprise portal, healthcare service providers can cut out manual data entry, printing, scanning, and filing paperwork, which helps them save time and administrative costs.


  • Improved Data Accuracy

Digital onboarding portals enable automatic validation and verification of data. It reduces the risks of inaccuracies and errors in the captured data which automatically improves data accuracy.


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  • Personalization and Customization

Based on varying patients and medical conditions, digital onboarding processes deliver personalized experiences to patients and healthcare providers as well. Custom features and functionalities offer users the experience they want, such as language preferences and education materials.


  • Enhanced Customer Service

Digital platforms often incorporate features that support communication, including messages and chatbots that enable instant customer support and a streamlined communication channel. This streamlined communication improves patient engagement, enhances customer services, and facilitates smooth patient onboarding.


  • Regulation Compliance

An online onboarding platform offers security measures and regulations, such as HIPAA. Such online portals assure the security of patient data that reduces the risk of breaches and confidentiality.


Several other benefits are covered by an online onboarding platform, such as pre-consultation flow, paperless data collection, seamless documentation, instant approvals, eSignature, secured & protected data, patient acquisition, and timely appointment scheduling.




Patient onboarding is a critical process in healthcare facilities. However, traditional methods have multiple challenges that affect both patients and providers. Considering challenges, there is a significant requirement for changes in patient onboarding processes for the convenience of patients and healthcare firms.


Healthcare service providers can offer extensive services to their patients and employees with a digital patient onboarding solutions platform that improves the user experience. A digital platform or CTMS can also reduce the burden and improve the efficiency of data collection.


If you have been planning for a digitized platform, our professionals are offering extensive services and customized portals for distinct business needs. Please feel free to contact us for any further information or queries and we will be happy to serve you.


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