How to Check-in and Room a Patient

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At a Glance

The Appointments page is now a command center for both front desk and clinical teams. You can check a patient in, room them, open their chart note, and pull their facesheet right from their row on the list, without switching to the Calendar page. Within the Appointments list you can:

• Check in a patient with one click
• Assign a room and move the patient through each stage of their visit
• Open, view, and edit the chart note for the appointment
• View or print the patient’s facesheet, or download facesheets for several patients at once

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Here’s How to Do It

From the Appointments page, find the patient’s appointment row. To narrow the list, you can filter by Patient or any other criteria

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Check in the Patient

Click the Check In button of the patient you want to check in. When you check an appointment in, you will be notified of any Alerts for this patient. Once checked in, the appointment’s Check-in Time column updates updates automatically — the appointment is now ready for rooming and charting. Before checking a patient in, glance at the Alerts column for their appointment. It surfaces eligibility, copay, prior authorization, Medicare, Workers’ Comp, and intake-completion issues so you can resolve them before the patient reaches the desk. If a copay is due, click Charge on the same row to collect it. See How to Take Payments.

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Assign a Room

• Once a patient is checked in, navigate to the Room column of any checked-in patient to open a Room list.
• Select a room from the list.
• The Room column updates to show the patient’s room.

You can assign a patient to a room that is already occupied, so rooming never holds up your workflow. When you do, Insights automatically moves the patient who was previously in that room to Out of Room status.

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Move a Patient Through Stages

Stages track where a patient is in their visit. The Stage column updates so everyone on your team can see where the patient is:

• Waiting for Room
• In Room
• In Treatment
• Out of Room

Stages will automatically update in response to the Room updates. If a patient is assigned a room their status will update to In Room. If a patient was occupying a room that was assigned to another patient, their Stage will update to Out of Room.

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Open the Chart Note

On a checked-in patient’s row, click the View Note icon to quickly open, edit, or view that patient’s note.

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View or Print a Facesheet

To view one patient’s facesheet, click Print Facesheet on their row. From there you can review it, download it, or print it. To download facesheets for several patients at once:

1. Select the checkbox for each appointment you want to download.
2. Click Print Facesheets and select which sheet you want.
3. The selected facesheets will be combined into a single PDF that you can save or print.

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Edit Appointment Details Before Check-In

If something on the appointment is wrong, you can fix it without leaving the page. Open the appointment and click Edit to update any of the following:

• Case
• Appointment type
• Date
• Time
• Provider
• Facility

You can also add or update appointment notes directly on the row from the Intake & Messages column.

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FAQ

Do I still need to use the Calendar page?

Not for check-in. You can now check in patients, manage rooms and stages, open chart notes, and print facesheets directly from the Appointments page. Calendar alerts also appear in the Appointments page’s Alerts column. The Calendar page remains available if you prefer a visual schedule view.

Why can't I check in this appointment?

The most common cause is a missing Case. Every appointment needs a case assigned before it can be checked in. Open the appointment, click Edit, select or create a case, and save. Then try Check In again.

Why can't I open the chart note?

Chart notes are only available after the appointment is checked in. Check in the patient first, then click Note on their row.

What happens if I assign a patient to a room that is already occupied?

Insights assigns the new patient to the room and automatically moves the patient who was previously in that room to Out of Room status. You don’t need to clear the room first, so rooming never blocks your workflow. Check the Room column to confirm where each patient is.

Can I download facesheets for all of today's patients at once?

Yes. Filter the list to today’s appointments, select the appointments you need, and click Print Facesheets. All selected facesheets download together as one merged PDF.