Patient check in
Our platform can show the check in status for patients at your clinic. When a patient is checked in for their appointment, the appointment will change colour in the calendar.
The top appointment has a patient who is checked in.

There are two ways the patient can be checked in:

  • Check in can be done on the patient’s behalf (e.g by a health secretary). This is a default feature for all clinics.
  • The patient can check in themselves. This is an additional feature you can request to have activated.

Check in on the patient’s behalf

  1. 1.
    Find the patient’s appointment in the calendar.
Can’t find the patient’s appointment? Type in the patient’s name or ID number in the search field, then open the patient card (press Alt + P). Under Planner, you’ll see the patient’s future appointments. Click the blue arrow to open the appointment in the calendar.

Self-check in by patients

Our system offers the ability for patients to check in themselves. This means that instead of staff at the clinic (secretaries or doctors) receiving patients and then using the Calendar to check them in, patients can do this themselves.
This moves the administrative task from clinic staff to patients, saving you time.
Practitioners who use this feature use less time walking back and forth between their office and the waiting room – they know when the patient has arrived for the appointment. Health secretaries who use this receive less patients at reception, freeing them up to do other tasks.
Patients can self check in using:
  • PatientSky app (on iOS and Android)
  • Convene payment terminals.*
*Convene needs to activate this feature. We can request this for you when you first start using self check in.

How does a patient check in?

Check in using the PatientSky App

When the patient opens the app, the first thing they see is the home screen. It shows a list of their upcoming appointments and messages.
  1. 2.
    Then tap on the ‘Check in’ button,
  2. 3.
    A notification will appear, confirming the check in.

Check in using Convene payment terminal

  1. 1.
    Press ‘Check in’ ,
  2. 2.
    The patient then types in their ID number,
  3. 3.
    The terminal shows a message confirming the check in.

Increasing the number of patients who use self check in

Tips and tricks to help you reduce the number of patients who go to reception.

Hang posters

Communicate the message by putting up posters to tell the patient they need to check in.

Download posters for print:

Consider where patients look as they approach and walk into the clinic. The patients should see posters before they see a health secretary at reception. Think about:
  • Do their eyes look straight to the door?
    • Can you put a sign on the door at eye-level?
  • What do they see when they open the door?
    • Is there a wall you can place the poster on?
Example: Many clinics have already done a great job of placing Coronavirus posters at prominent locations as patients enter the clinic. Try placing check-in posters in similar locations, so the patient can’t miss them.

Location of Convene payment terminal

If the payment terminal is right in front of patients when they walk in the door, this helps to immediately show that the patient should use the terminal, and not the reception. Think about what a patient sees when they stand in the doorway. If the payment terminal isn’t obvious, put up signs to show the patient that they should use the terminal.

Let patients know before they arrive

Automatically send the patient a message when they book an appointment online or an appointment is booked for them
Add an automatic dialogue to the relevant appointment types to remind a patient that they should self check in.
You’ll need to add a dialogue to each appointment type you offer – it’s easier to implement if you have fewer appointment types.
Do as follows:
  1. 1.
    Create a dialogue template. Read how.
  2. 2.
    Open the appointment types in Configuration and Settings.
  3. 3.
    Add an automatic dialogue to the appointment types. Read how.
  4. 4.
The dialogue is sent out automatically every time a patient is set up on this appointment type or books it online.
Text example for automatic dialogue: You have an upcoming appointment at our clinic. When you arrive for your appointment, please self check in via the PatientSky app or on our payment terminal. In the app, click on your upcoming appointment and press “Check in”. Thank you!


Does a patient receive a notification when it’s time to check in? No, trials found that some patients would check in when they received the notification even if they weren’t at the clinic. This caused confusion, so we removed this function.
What appointments are available for check in? All appointment types (including group appointments) are available for self-check in. Patients cannot check in to administrative appointments.
Is self check in enabled for all practitioners at the whole clinic? Yes, it is enabled for everyone. It’s not possible to exclude individual calendars.
Last modified 6mo ago