Most clinics continue to use intake steps that cause unnecessary delays. Paper packets, last-minute signatures, and manual data entries impose strain on already busy front desks.
Patient intake software alters this by allowing patients to fill out their forms prematurely, confirm information, and share documents through their phones. The most suitable platforms also connect intake to reminders, check-in, and visit preparedness.
We considered the top choices in the outpatient, dental, and special settings. Moreover, features were examined along with workflow fit and user feedback.
This guide includes 10 patient intake tools that can reduce administrative work, enhance accuracy, and provide a less stressful start to each appointment.
- Doctible
- DoctorConnect
- Luma Health
- Klara Health
- Epic EMR
- Phreesia
- Curve Dental
- SimplePractice
- AdvancedMD
- Tebra
Software | Rating | Trial Info | Starting Price | Best For | Key Features |
Doctible (Editor’s Choice) | 4.8/5 | No Free Trial Available | Custom Pricing | Dental, Orthodontics, Chiropractic, Optometry | EasyFill |
4.7/5 | No Free Trial Available | $210/month | Dental, Veterinary, Pediatric | CARE AI Survey System | |
4.7/5 | Free Trial Available | Custom Pricing | Multi-specialty groups, FQHCs, Hospital outpatient networks | Digital Call Deflection | |
4.6/5 | No Free Trial Available | Custom Pricing | Physicians, Independent practitioners, Nursing staff, Clinical administrators | Virtual Waiting Room | |
4.4/5 | No Free Trial Available | Custom Pricing | Mental health professionals, Ambulatory care, Transitional care, Hospice care | Digital Front Door | |
4.4/5 | Free Trial Available | Custom Pricing | High-volume outpatient clinics, Multi-specialty groups | Patient Engagement | |
4.4/5 | No Free Trial Available | Custom Pricing | General dentistry, DSO groups, Multi-location clinics | Curve GRO | |
4.0/5 | Free Trial Available | $49/month | Mental health professionals, Massage therapists, Physical therapists, Substance use counselors | Practice Growth | |
3.7/5 | Free Trial Available | Custom Pricing | Family medicine, Pediatrics, Psychiatry, Cardiology | Patient Kiosk | |
3.6/5 | No Free Trial Available | $99/provider/month | Primary care, Internal medicine, Pediatrics, Small specialty clinics | AI Note Assist |
Doctible is a full-service patient engagement and intake solution that can be considered as a potential practice growth engine. It is distinguished by features like Patient Link, which automatically converts new patient requests into reservations, digital forms, and smart reminders. The platform also supports HIPAA-compliant communication and scalable practice management workflows, which together enhance patient engagement and help reduce no-show rates.
System Type: Standalone patient intake and engagement platform with practice growth features.
Pros And Cons
Pros | Cons |
|
|
Best For
Dental and outpatient clinics that want mobile intake, reminders, and two-way texting to reduce paperwork and speed up check-in.
Key Features
- Appointment Scheduling
- Digital Forms
- Reputation Management
- Patient Reminders
- Patient Communicator
- Practice Marketing
Pricing
Doctible uses tiered patient engagement plans with three package levels:
- Launch: Custom pricing
- Build: Custom pricing
- Scale: Custom pricing
Disclaimer: The pricing is subject to change.
Why We Like It
Doctible transforms any interaction with a patient into a learning experience in a busy clinic. We like its focus on fast response handling, automating new patient inquiries before staff intervention, and reducing front-desk phone workload. The outcome is an active intake workflow that ensures schedules are not filled with too many tasks and staff are not overworked.
User Rating
Rated 4.8/5 based on multiple reviews. Users like its digital forms and patient communication tools, though some want more depth for complex intake needs.
DoctorConnect is a holistic patient engagement platform that provides two-way texting and digital intake forms alongside AI-driven appointment processes. It stands out because of its integration with 100+ EHR/PM systems and portal-free (no logins required for patients). DoctorConnect addresses the problem of no-shows and simplifies check-ins with no staff workload by automating the reminder process and intake paperwork.
System Type: Standalone intake and communication system.
Pros And Cons
Pros | Cons |
Effective appointment management to retain clients Automated appointment reminder messages to reduce no-shows Post-visit outreach tools help bring back patients who missed or deferred appointments | Reporting gaps may limit visibility into clinician-specific outreach performance Some users mention integration and setup quirks that may complicate onboarding. |
Best For
Small to mid-sized practices that need reliable reminders with simple digital intake to cut no-shows and last-minute front-desk rush.
Key Features
- Telehealth
- Patient Billing
- Digital Intake Forms
- Waitlist Management
- Patient Retention
Pricing
DoctorConnect offers a subscription model with pricing starting from $210/month.
Disclaimer: The pricing has been sourced from third-party websites and is subject to change.
Why We Like It
DoctorConnect is an optimal choice because it can be integrated into current processes of clinics that use multiple systems. We particularly prefer the direct-to-patient texting model with no patient portal friction since it removed the login barrier entirely, so even people who are not tech-savvy can fill out forms and make appointments without any inconvenience through secure SMS links. To us, it is an effective alternative to manual follow-ups and appointment failures that typically create last-minute front-desk rush.
User Rating
Rated 4.7/5 on our website with multiple reviews. Users value its reminder-led intake flow, though some mention reporting could be stronger.
Luma Health’s Patient Success Platform is an enterprise healthcare intake system that automates every intake process from referral to registration. It stands out in profound Electronic Health Record (EHR) integrations that serve more than 1,000 health systems. Its AI-powered processes eliminate busy work - including faxed forms turn-ins into structured data. By reducing staff friction, Luma eases bottlenecks in pre-visit coordination at scale.
System Type: Enterprise-grade intake and patient journey automation platform.
Pros And Cons
Pros | Cons |
End-to-end pre-visit automation smooths intake, scheduling, reminders, and follow-through Patients get clear next steps, reducing confusion about forms, prep, and appointment logistics Helps shift staff time from chasing paperwork to handling exceptions and care gaps | Setup needs thoughtful pathway design to avoid duplicate, misrouted, or conflicting tasks Certain edge-case intake scenarios need custom rules and testing to avoid manual cleanup |
Best For
Multi-location clinics and health systems that want intake connected to messaging, eligibility, and pre-visit tasks across high patient volumes.
Key Features
- Patient Self-Scheduling
- Automated Reminders
- Health Risk Assessments
- Reporting And Statistics
- API Documentation
Pricing
Has a quote-based model that provides packages designed for your organization's size, activation goals, and specific pre-visit and intake workflow you desire to standardize.
Disclaimer: The pricing is subject to change.
Why We Like It
In the case of large multi-site providers, Luma Health is effective in decreasing the workload related to intake and follow-up by reducing repetitive staff outreach. It is reliable as it gets patients ready to visit without adding any complexity to the system, automating tedious tasks such as insurance verification or inputting data that often cause delays at arrival. Luma Health uses AI-native methodology, which can be used in situations with a large workload and few workers to allow teams to concentrate on care and not on documents.
User Rating
Rated 4.7/5 based on several reviews. Users appreciate its pre-visit coordination with intake, though some note it can feel robust for simpler workflows.
Klara is a patient engagement system that is a conversational platform, integrating secure messaging, automated outreach, and digital intake forms into a single thread. Klara reduces phone tagging and manual data entry and is known to be tightly integrated with practice systems (e.g., directly syncs form data with Athenahealth). It also features a no-app-needed patient experience. The platform successfully transforms paperwork before the visit into an online conversation.
System Type: Messaging-first communication system with light intake features.
Pros And Cons
Pros | Cons |
Voicemail transcription automatically links to patient messages Quick, secure two-way messaging that enables real-time communication between patients and staff. Improves patient satisfaction with quick, no-hold messaging | Chart and record management quirks can complicate duplicate patient resolution at scale Lack of built-in online scheduling and patient paperwork tools |
Best For
Clinics that rely on texting and want conversational intake to collect forms and documents quickly without pushing patients into portals.
Key Features
- Two-Way Secure Messaging
- Scheduling
- Telemedicine
- Patient Portal
- Mobile Application
- Digital Intake Forms
Pricing
Offers quote-based pricing that provides a custom plan depending on the size of practice and the patient messaging and digital intake features you plan to use.
Disclaimer: The pricing is subject to change.
Why We Like It
Klara stands out when it comes to practices that are filled with calls and missed messages. Using a chat-style design, conversion of intake into continuous dialogue is made possible so patients can complete forms without waiting on hold. It also reduces wait time by removing portal logins and auto-updating patient records through e-forms, reducing wait time, and allowing staff to focus on other tasks besides scanning records and re-entering data. We appreciate its contemporary and intuitive nature that helps to keep the patients and staff members involved and productive when the front desk is stretched.
User Rating
Rated 4.6/5 on our website. Users praise its messaging-first intake approach, though some want broader intake functionality beyond communication.
Epic’s patient intake capabilities are embedded in its Electronic Medical Record (EMR) ecosystem. Patients can pre-register and even sign consent forms through MyChart, or use guest links to update the information in their medical record. This native solution can provide one source of truth over patient information and eliminate the need for integration with third-party intake solutions.
System Type: Full enterprise EHR ecosystem with integrated intake.
Pros And Cons
Pros | Cons |
Centralized storage and accessibility of patient data and medical history Robust patient monitoring features for practice management Category-based records support reliable history capture for complex, multi-team care settings | Best intake experience depends on having the right Epic modules enabled across the system Portal adoption barriers can limit benefits for low-tech or low-access patient populations |
Best For
Large hospitals and health systems needing standardized, enterprise-level digital intake inside MyChart with consistent workflows across departments.
Key Features
- Revenue Cycle Management
- Schedule Appointments
- Self-Service Portal
- Reporting And Analytics
- Charting
- Practice Management
Pricing
Epic's pricing is customized based on your organization's size, modules needed, area of implementation, and structure of contract to be used by hospitals or health systems.
Disclaimer: The pricing is subject to change.
Why We Like It
In case a practice is already using Epic, intake will ensure that all the information is present in a single place without relying on third-party intake tools. For high-volume health systems, the combination of e-Check-In and kiosk workflows in Epic can ensure that fewer duplicates are created and that the digital front door provides the patient with a seamless experience while reducing manual reconciliation. It is a powerful, trustworthy option that scales consumption with compliance and consistency on an enterprise level when standardized workflows are required.
User Rating
Rated 4.4/5 based on multiple reviews. Users highlight enterprise-grade workflows and patient portal intake, though some note it may be heavy for smaller settings.
Phreesia is a purposeful intake platform automating patient check-in, registration, and payment collection services in all specialties. Key differentiators of the software entail rules-based form logic - asking the correct questions to the patient, respectively; insurance check and processing copay at the time of admission. This provides patients with the choice of using their personal device to check in or using in-office tablets. Phreesia simplifies front-office operations and improves data accuracy by letting patients complete their own paperwork.
System Type: Intake-first specialty-agnostic platform.
Pros And Cons
Pros | Cons |
Visit-specific questionnaires reduce irrelevant questions and improve intake accuracy by type Mobile check-in lets patients complete intake anywhere, speeding front-desk flow Eligibility and payment steps tied to intake support cleaner arrivals and fewer denials | Insurance setup issues can create confusion during eligibility-driven intake and verification Self-scheduling can occasionally create duplicate accounts that require manual cleanup |
Best For
High-volume specialty groups that want structured, repeatable intake and check-in with strong front-end workflow control across multiple sites.
Key Features
- Patient Intake
- Appointment Scheduling
- Reporting and Analytics
Pricing
Provides custom pricing packages according to your size, location, and patient intake requirements. You can get a quote adjusted to your chosen check-in, registration, and collections process.
Disclaimer: The pricing is subject to change.
Why We Like It
Phreesia is expected to manage high-volume intake with little staff interference in a practice that is overwhelmed by paperwork and intake forms. Its financial integrations, which we particularly like, include insurance verification and up-front payment capturing that makes the waiting room a revenue checkpoint and reduces billing surprises at check-in. Moreover, its history (1 in 7 visits to the US through the network of Phreesia) makes us believe in its scalability and polish for repeatable, multi-site intake workflows.
User Rating
Rated 4.4/5 based on many reviews. Users value structured digital check-in and intake, though some mention that setup can be demanding for lower-volume practices.
The cloud-based practice management system offered by Curve Dental comprises ‘Smart Forms’ to digitalize dental patient intake. Patients fill in their forms on any device before the visit, and the information is automatically sent to the dental chart of the platform without entering data manually. Customized to dental operations, Curve Dental forms manage health histories, e-signatures, and updates such as medications or allergies without the need for a patient portal.
System Type: Dental PMS with integrated intake and charting.
Pros And Cons
Pros | Cons |
Dental-specific workflows keep intake aligned with charting and treatment plans Cloud access supports multi-location teams sharing consistent patient histories Patient portal helps collect histories and updates before chair time, reducing surprises | Front-desk accounting views can feel less clear when managing complex family billing cases Occasional insurance estimate mismatches can cause pre-visit confusion for families |
Best For
Dental practices moving to a cloud Practice Management System (PMS) that want intake tightly linked to dental charting, scheduling, and patient history updates.
Key Features
- Charting
- Scheduling
- GRO Patient Engagement
- E-Prescribe
- Imaging
Pricing
Curve Dental has a subscription model that offers prices based on a personalized quote. The price ranges are normally determined by the chosen clinical and patient engagement tools.
Disclaimer: The pricing is subject to change.
Why We Like It
Dental offices can be hectic, but Curve Dental’s intake process could be considered frictionless for recurring patients. We prefer their Smart Forms, automatically updating the existing records of patients so that they do not need to fill in the same information again at every visit. This way, hygienists can look at the latest histories without shuffling through multiple records or chasing details. It is one of the best examples of an integrated dental solution that enhances efficiency and convenience in equal measure during tight schedules.
User Rating
Rated 4.4/5 with many reviews on our website. Users like dental-specific intake tied to the PMS, though some point to occasional workflow limitations for complex cases.
SimplePractice is an all-in-one intake process that is used by small practices, especially therapy and counseling. Under its secure client portal, practitioners can email clients intake packets (consents, questionnaires, etc.) that are HIPAA compliant to complete and e-sign. Another point of distinction includes a large library of templates and automation, including automatic reminders to complete forms that are easy to use to onboard with a solo or group practice.
System Type: Practice management suite with built-in client intake.
Pros And Cons
Pros | Cons |
Automatic appointment reminders help reduce no-shows Facilitates coordinated team-based client care with shared calendars Integrated payment processing allows convenient credit card payments from clients | Analytics around assessments and insurance are not as deep as some clinicians expect Custom form logic can be limited for complex behavioral health programs with branching rules |
Best For
Therapists and behavioral health teams want paperless intake templates and a client portal that keeps onboarding simple and organized.
Key Features
- Telehealth
- Insurance Claims
- Billing
- Client Portal
- Scheduling
Pricing
Uses a tiered subscription model for solo practices:
- Starter: $49/month
- Essential: $79/month
- Plus: $99/month
Disclaimer: The pricing is subject to change.
Why We Like It
SimplePractice is a digital transformation of an otherwise boring intake process in the therapy setting where session is limited. We prefer the fact that it supports situations such as couples or minors with specialized forms and e-signatures ready to go, so clinicians are not collecting paperwork mid-session. Providers can begin the sessions with care and not with clerical work by allowing clients to do paperwork during their own time with light reminders.
User Rating
Rated 4.0/5 with multiple reviews. Users appreciate streamlined behavioral health intake, though some want a more advanced form of logic and analytics.
AdvancedMD is an all-in-one practice management and EHR suite that patient intake is a part of. The portal allows patients to self-book appointments and fill pre-visit forms at home, or check in using an iPad kiosk in the office. All data is directly fed into the clinical system, which eliminates any duplicate entries. The unified connection of AdvancedMD intake comprises scheduling, reminders, and even telehealth on a single platform, thus streamlining the workflow for staff.
System Type: Full EHR and PMS with intake embedded.
Pros And Cons
Pros | Cons |
Customizable templates help specialty clinics standardize required histories and visit packets Kiosk options support faster in-office completion for walk-ins and high-traffic front desks Robust reporting helps track intake-related operational performance and staff workload | Building custom templates from scratch can be time-intensive when forms are highly complex Navigation friction can slow staff when verifying intake details and insurance data mid-visit |
Best For
Established outpatient groups that need digital forms and kiosk check-in embedded within a full EHR and practice management workflow.
Key Features
- Electronic Health Record (EHR) Management
- Patient Portal And Appointment Scheduling
- Billing And Insurance
- Telehealth
- Population Health Management
Pricing
AdvancedMD offers a bundle-based subscription model on EHR, practice management, patient engagement, and RCM. Its ‘Build a Bundle’ feature allows you to choose features and get a custom quote depending on the needs of the practice.
Disclaimer: The pricing is subject to change.
Why We Like It
AdvancedMD is a reliable tool that suits clinics that are not fond of fragmented tools and disconnected intake steps. For instance, if a patient makes a booking online, the same system will automatically perform the tasks of sending intake forms and reminders about appointments without staff needing to coordinate across tools. We discovered that this vendor continuity saves IT headaches and training and reduces day-of-visit confusion. The outcome is a less hectic check-in process with the staff not having to deal with a multiplicity of systems; everything works together from scheduling to arrival.
User Rating
Rated 3.7/5 on our website with multiple reviews. Users note its full-suite approach with kiosk and digital forms, though some mention uneven experiences across features.
Tebra is a practice management and intake platform combined into one. It makes the whole checking-in procedure electronic; that is, it captures demographics, insurance details, medical history, and consent forms electronically before the visit. This enhances the accuracy of the data collected in terms of billing and minimizes the waiting time on the day of the visit. One of its distinguishing features is the ability to be flexible: patients can fill out intake forms either on their own device or in the in-office kiosk app of Tebra for walk-ins.
System Type: Practice management and engagement suite with digital intake.
Pros And Cons
Pros | Cons |
Offers powerful analytics to drive business insights A centralized system that reduces administrative burdens and enhances collaboration Provides practice growth tools to connect practices with the right patients | Limited configuration options for custom modules Some specialty templates could be improved |
Best For
Independent practices that want a straightforward setup for mobile intake and optional kiosk use alongside everyday scheduling and patient records.
Key Features
- Electronic Health Records (EHR)
- Billing & Payments
- Patient Experience
- Online Scheduling
- Marketing Tools
- Data & Analytics
Pricing
Tebra’s pricing typically ranges from $99 to $399 per provider per month. If no provider is activated, a minimum monthly fee of $150 applies.
Disclaimer: The pricing is subject to change.
Why We Like It
Tebra excels in technology-oriented operations that accommodate people in walk-in traffic and frequent schedule changes. We find its dual intake options - mobile pre-check and a waiting room kiosk - that meet patients wherever they are, so staff can avoid bottlenecks at the front desk kiosk. From an operational perspective, with intake, scheduling, and EHR under a single ecosystem, the front-desk personnel will not have to repeat tasks or re-enter demographics and insurance details. This is a significant addition to efficiency and satisfaction among patients when check-in volume spikes.
User Rating
Rated 3.6/5 based on multiple reviews. Users like the all-in-one setup for smaller practices, though some report that deeper intake customization could be improved.
What Matters Most When Comparing Patient Intake Tools
Tools used to help patient intake information before the visit should minimize friction rather than replace paper. The most appropriate alternatives assist the patients to fill forms beforehand, verify information, and present themselves prepared to receive care.
When comparing platforms, pay attention to the degree to which intake is related to actual workflows. Powerful tools facilitate the use of various types of visits, process exceptions, and maintain data in a structured form that can be used by a clinician and a billing specialist. Look for solutions that scale across providers and locations without creating inconsistent packets or confusing patient steps.
Signals of A Strong Intake Platform
These signals help you separate basic form tools from platforms that truly improve readiness, reduce front-desk strain, and keep intake consistent across visits.
- High pre-visit completion rates with minimal staff follow-up
- Clear support for consents, histories, and insurance capture
- Smart logic for visit-specific and specialty-specific forms
- Simple mobile experience for patients of all ages
- Fast exception handling for incomplete or conflicting data
- Structured data mapping that improves chart and claims accuracy
- Flexible check-in options, including remote and in-office workflows
- Reporting that shows drop-offs, delays, and measurable time savings