Five Ways to Collect More Complete, Accurate Patient Information

shutterstock_386711368The stacks of paper forms handed to each patient serve a critical purpose: collecting information the medical practice, community health clinic or urgent care center needs for clinical, privacy and billing purposes. When forms aren’t filled out completely and accurately, or if staff has trouble interpreting a patient’s handwriting, all hell can break loose.

Gaps in medical histories can negatively impact patient care. Missing or inaccurate insurance information will lead to billing issues. Incomplete privacy forms can cause compliance problems. All of these problems can be avoided IF complete and accurate patient information is collected during the registration process. Here are five ways to ensure your organization gets the information you need:

One: Ditch the Paper Forms
Since the dawn of time, healthcare providers have relied on paper forms to collect patient information. Paper-based patient registration is inefficient, costly and full of errors. Digital patient registration solutions simplify the process, eliminate the expense of paper and greatly increase the ability to capture complete, accurate patient information. Some digital solutions like the Seamless Patient Platform™ won’t allow patients to advance to the next screen unless every question is answered!

Two: Design Visually Pleasing Forms
Most paper forms cram as many questions on a page as possible so font size and spaces for answers are very small. Often, the forms have been copied so many times they are nearly impossible to read. When patients have trouble reading the questions, they likely won’t answer questions correctly. Switching to digital forms is step one. Designing each screen with a minimal number of very readable questions is step two. The trick is to keep font size large, questions short, and no more than five to six questions per screen. This way, patients can fly through them!

Three: Limit How Much a Patient Must Write or Type
Writing long hand is laborious for most people. Even typing on a tablet can be painful for some. As much as possible, use forms that can be answered with a simple Yes/No or multiple choice. With Seamless’ digital, most questions can be answered with a single finger tap. If the patient answers yes – for example, Do you have a family history of diabetes? – additional follow-up questions will appear, enabling you to collect more information. Even with the additional questions, patients do not feel stressed or challenged because no writing is required.

Four: Simplify the Wording on Forms
Patients’ literacy levels vary widely. You may have some PhDs come through our practice, but you’ll likely have a number who have not graduated high school. Keeping the wording on forms in simple, basic language greatly increases a patient’s ability to understand the questions and provide correct information. Seamless targets a fifth grade reading level on its forms.

Five: Offer Forms in Multiple Languages
If English is not a patient’s first language, registration forms are a nightmare! The language barrier eliminates any chances of collecting complete, accurate information. Which is why Seamless offers its digital patient intake forms in English, Spanish, Mandarin Chinese, and Vietnamese. The company found that patients are immediately more comfortable with forms presented in their mother tongue and thus better able to answer all questions.

You can collect complete, accurate patient information during registration, but you’ll have to make changes to your current process. For more information on how to transform your medical practice, urgent care of community health clinic’s performance and achieve more satisfied patients, contact Seamless at


How to Beat the Waiting Game


A recent social media post reflected the pain—and impatience—of a friend of mine.

“I’ve been sitting in the waiting room of X Urgent Care* for over an hour. There’s only one doctor here and tons of people waiting. My sinuses are killing me.”

Her situation sounded awful and all too familiar. Friends weighed in on her post with encouragement and their own tales of woe. Sadly, the string of sympathy went on for hours with updates such as this one:

“It’s now been three hours and I’m still waiting, as is everyone else. It’s gotten so bad, the staff started handing out ibuprofen. Still only one doctor on duty.”

 Unfortunately, the waiting game is ingrained in the U.S. healthcare system. According to a recent CNBC story, 85 percent of patients report having to wait as long as 30 minutes past their scheduled appointment time. And that wait is the cause of significant stress and dissatisfaction with medical practices and urgent care centers.

There is a way to beat the waiting game. Seamless Medical has just introduced a digital queue management feature to the Seamless Patient Platform™ that helps minimize wait times and keep patients moving through urgent care centers and medical practices.

PatientQueueViewSeamless Queue Management lets patients:

  • Find provider locations and check wait times before deciding where to go for care.
  • Preregister for an appointment using a smartphone, tablet or laptop.
  • Once at the urgent care or practice, track wait times via a tablet or monitor.
  • Receive a digital alert when it’s time to go back.
  • Avoid the stress of waiting.

OnlineSched_View_RGB_150ppiSeamless Queue Management lets providers:

  • See patient volumes at all locations in real time on a single dashboard.
  • Dispatch additional staff to locations with high volumes and wait times.
  • Identify peak times by location and develop performance metrics to support appropriate staffing.
  • Better manage the patient experience.
  • Relieve clinical and office staff of stress associated with disgruntled patients.

No one likes to wait, particularly those with sinus infections like my friend. Now, if your healthcare organization has the Seamless Patient Platform with on-line queue management, there’s no reason to wait. Just make sure you have your smart phone or tablet on you.

* Name changed to protect the innocent.

7 Things Urgent Cares Can’t Live Without

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We know. You’re jealous. Seamless is off to Orlando. Home to Mickey Mouse, Space Mountain, mini golf with real plastic dinosaurs, and for a few short days, representatives from more than 7,000 urgent care centers attending the Urgent Care Association of America’s (UCAOA) Spring Convention April 17-20.

Some see it as spring break. We see it as an incredible opportunity to share the Seamless story in a healthcare sector that is experiencing phenomenal growth – there are about 600 new urgent care centers opening each year – and an equally phenomenal upswing in consumer preference.

What’s driving the growth? Simply put, urgent care centers fit the consumer-centric, healthcare-on-demand model of care people want. In a nutshell, it’s all about:

  • Care now, not weeks from now
  • Weekend and evening hours
  • The option of an appointment or walking in
  • Quality, affordable care
  • Digitally enabled convenience

Urgent care centers do a good job delivering on points one through four, but have room for improvement on point five, digitally enabled convenience. According to a Nielsen study released by the Council of Accountable Physician Practices and the Bipartisan Policy Center last November, Americans want greater access to care through digital and electronic technology. This desire includes simple things like online appointment scheduling and text and/or email communications with their healthcare provider.

OnlineViewScheduling_Crop_RGB 150ppi

This, of course, is music to our ears because Seamless provides urgent care centers and other healthcare providers with the full spectrum of digital patient engagement solutions. And, we’re attending the UCAOA Spring Convention to introduce Version 7 of the Seamless Patient Platform™, which delivers the digitally enabled convenience healthcare consumers are looking for in urgent care centers. Things like online urgent care center locator and mobile registration. Paper-free patient registration via tablets and kiosks. Queue management for patients and providers, which means minimizing wait times and keeping patients happy! Plus tablet-based real-time insurance verification and payment, and yes, even email and text communications!

With all that to share, we’re not going to have much time for Mickey. But if you’re an urgent care person, we’ll have lots of time for you. Visit Seamless at Booth 303 at the UCAOA Spring Convention or drop us a line at to schedule a demo. We’d love to see you, and maybe, if we’re lucky, slip in a round of mini golf!




Millennials, the New Force in Healthcare

shutterstock_293642405There are 92 million Millennials in America and they all have one thing in common: they are digitally empowered. Eighty-five percent of these 20 and 30 somethings owns and uses Smartphones to chat, text and search for things they want.

Millennials have replaced Baby Boomers as America’s largest generation. They are the first truly digital generation. Their priorities and expectations about life, jobs, marriage, and even health care, are totally different from previous generations. Millennials are reshaping the way America consumes healthcare services and owners and providers of urgent care need to understand them.

Millennials are less about commitment—they typically don’t marry until they’re 30—and more about access, the faster the better. Armed with Smartphones, they rely on transportation on demand (Uber), vacations on demand (AirBNB), music on demand (iTunes), and in a growing number of cases, health care on demand. Millennials are not satisfied with traditional models of care that require waiting weeks or months for a doctor’s appointment. If they need care, they want it now.

Which is a boon for urgent care centers. Expansion in both the urgent care and convenience care sectors reflects the increasing reliance on, and preference for, consumer-centric healthcare on demand. The Urgent Care Association of America (UCAOA) reports there are now about 7,100 urgent care centers across the country, with roughly 600 new centers opening each year. The Convenience Care Association, which represents retail-based clinics such as CVS Minute Clinics and Target Clinics, reports that such clinics have grown from a fractional presence in 2000 to more than 2,000 clinics in 2015.

While urgent care centers existed when Millennials were still in diapers, this recent growth is very likely due to the digitally empowered coming of age. With urgent care, Millennials don’t need appointments and can walk-in if they choose. Urgent care is there when convenient to Millennials, on weekends and evenings. Wait times are less than hospital emergency departments (ED) and urgent care visits are also a whole lot cheaper.

This last point is near and dear to Millennials. As a group, they have less money to spend because of lower paying jobs or college loan debt. They have used Smartphones to reshape retail: researching deals, comparing prices and posting reviews. Now, as become parents and larger consumers of healthcare services, they are applying that power to reshape healthcare decision making. Where can I find the best deal? What’s convenient for me? Let me share my experience online.

Seamless Medical has a question for urgent care owners, providers and managers: Are you ready? If you’re not sure, ask yourself the following:

  • Is my urgent care center or multi-location urgent care business readily accessible on the web? (Because that’s where Millennials will go to find you.)
  • Is my website—along will key information such as address, hours and phone number—presented in a mobile friendly way? (It must be easy for Millennials and others to read on a Smartphone.)
  • Can healthcare consumers see wait times at my location(s) and make informed decisions on where to go and get the healthcare on demand they want? (Remember, they don’t want to wait.)
  • Can healthcare consumers pre-register for appointments on their Smartphones? (A big plus if they can.)
  • Once at my location, does the digital experience continue, as Millennials prefer, during check-in, while waiting, paying for care, and post visit?

Never forget this generation was weaned on the Internet, digital devices, and the social and practical connectivity technology affords. They will like you better—really—if your urgent care center operates in their (digital) world. They will also share their opinions of you on social sites as well as Yelp and others. According to the Association of National Advertisers, 34 percent of Millennials say they like a brand more if the brand uses social and digital media.

Your head may be spinning at this point and you may be longing for the days of Baby Boomers who simply walked through your doors. Then again, you might see the Millennial generation as an incredible opportunity to grow your urgent care business and differentiate in an increasingly crowded market.

Urgent Care Now is a growth-oriented company that operates three urgent care center locations in New Jersey and three more planned to open in 2016. Dr. John Kulin, CEO of Urgent Care Now, is using the Seamless Patient Platform, a Smartphone and tablet-enabled digital patient engagement platform, to give healthcare consumers enhanced Internet access to Urgent Care Now, to deliver a more efficient, patient-focused experience, and ultimately to build the company’s business and brand loyalty.

Says Kulin, “We’re using digital patient engagement technology to meet Millennials on their turf. Our solution is end-to-end and allows consumers to use Smartphones to find us, check wait times and schedule appointments. It’s powerful because we’re giving Millennials exactly what they want: immediate access.”

Urgent Care Now continues the Seamless experience in their centers, using it as a powerful differentiator. Patients never see paper: registration, insurance verification and payment are all done on a tablet. Digital forms are in English and Spanish – and soon in Mandarin Chinese and Vietnamese – creating another level of comfort. In the future, Kulin plans to use the Seamless patient engagement platform to keep the connectivity with consumers going post visit, sending promotional messages, special offers, and surveys via text and email.

Millennials are the force to be reckoned with in today’s urgent care market. What’s exciting is with a patient engagement platform such as Seamless, you can attract Millennials and gain new levels of profitability, efficiency and brand loyalty.

Paper. Who Needs It?


You walk into the doctor’s office and the first thing the receptionist does is hand you a stack of forms to fill out. She then hands you a pen. You look at her. She looks at you and then her eyes drop to the stack. “You’ve got 10 minutes to get those done.”

You sigh and head to a chair in the corner. No one notices you; they have their own stacks of paper. You start to fill in the endless pages. Who’s my emergency contact? Does my ex-husband count? Do I have a family history of hypertension? Well, my partner does. How many times have I been pregnant? Wait, this is a dermatologist appointment. Why does that matter?

Slowly you turn the pages. The clock is ticking. You’re sweating. Just as the nurse at the door intones your name, you finish the forms. You hand the pages filled with scrawl to the receptionist and head back into the bowels of the doctor’s office. Safe at last.

This scene is repeated millions of times each day at thousands of doctors’ offices, urgent care centers and community health clinics across the country. That means there are millions of frustrated people filling out multi millions of forms, handing them to administrative people who enter the information into computers, and then shred, file or dispose of paper. Lots of lots of paper. Think about all of the time and paper that’s wasted. Think of the trees that gave their lives for your doctor’s appointment. So much for being green.

There has to be a better way. A digital solution that replaces paper forms with something fun, like an iPad, and seamlessly collects the information of millions of patients, directs it into medical information systems, eliminates tedious tasks and reduces mistakes, and at the end of the day, makes patients, doctors, nurses, and staff heave a huge sigh of relief.

Ipad_vert_angle_AWV-PreVisit_02_HRAThat solution is Seamless Medical. We’re here posing the question: who needs paper? With our Seamless Patient Platform, we’re out to change the world so you never have to complete another paper form at the doctor’s office. The receptionist will never have to decipher  bad handwriting to get it into an EMR again. And no tree will ever have to die in the name of patient registration ever again.

Cool, isn’t it? That’s why we started the company – and our blog. Want to come along as we change the world?