Clinics and practices · the front desk
The clipboard, the card and the referral fax, on the right patient before they are roomed.
Scan the morning's paper once. CapturePoint 6, on the PC at your desk, splits the pile into documents, tells an insurance card from a referral, reads the member ID and names each file. Nothing is sent out to be read.
The free trial starts when you open it. No form to fill in.
What lands on the desk before nine.
Point CapturePoint 6 at a folder of this paper and it sets up the job from it. A form it has not seen yet, you teach it in a few minutes.
Insurance ID card, front and back
Reads: Member name and ID, group number, payer ID, effective date, plan name, Rx BIN
Advance Beneficiary Notice
Reads: Notifier, the option the patient chose, signature date, beneficiary
Medicare patients sign it before a service Medicare may not pay for. Keep it where billing will look when the claim comes back.
Coordination of benefits questionnaire
Reads: Member ID, patient, other coverage reported, requesting payer
Registration and intake form
Reads: Whatever your form asks for: patient name, date of birth, MRN or account number, visit date
Privacy notice acknowledgment
Reads: Patient name, date signed
HIPAA asks a practice to make a good-faith effort to get a written acknowledgment of its privacy notice and to keep that documentation for six years.
Consent for treatment and financial policy
Reads: Patient name, date signed, who signed
By fax, all morning
Three faxes that need to reach the chart before the patient does.
The fax machine does not stop for check-in. Print them or keep the files your fax service saves, and put them through with everything else. Each one is recognized and read like any other page.
Specialist referral authorization
Referral number, date, patient, referring provider, who it is referred to, reason
If it goes missing: Without it on the chart, the specialist’s office calls you back, and the patient waits at the window while you look.
Prior authorization determination
Reference number and member ID. Add the fields your schedulers need, such as the service and the dates it covers.
If it goes missing: The approval exists, but it was filed under the ordering doctor. A month later the claim is denied for no authorization on file.
Eligibility and benefits verification
Transaction ID, inquiry date, patient, member ID, plan, reported coverage status, payer
If it goes missing: The printout someone ran yesterday is the proof of coverage for today’s visit, if anyone can find it.
Built for a desk with two people and one scanner.
The same people check patients in, answer the phone and file. So the filing has to happen between patients, in one pass.
- Step 1
Scan the tray in one pass
Clipboards, card copies and printed faxes go through together. Faxes your fax service saved as PDF or TIFF files are added from their folder.
- Step 2
It sorts and reads on the desk PC
CapturePoint 6 splits the pile into documents, recognizes each one and reads the patient and member details. A fax cover sheet is recognized as a cover, never as page one of the referral.
- Step 3
You check only what it doubts
A document waits only when something is unsure, and it says why: for example a member ID that is not on the patient list you loaded. Look, fix, press Ctrl+Enter.
- Step 4
It files under the patient
Each file is named from what was read, such as Martinez, Alisa then Insurance ID card then the visit date, in a shared folder, Content Central or another place your practice already uses.
Where the files go: a folder on your server, Content Central, SharePoint or OneDrive on a Microsoft 365 work account, Google Drive, Dropbox or Nucleus One. Read how automatic file naming works.
With Content Central
Or send the clipboard home the day before.
Turn your intake form into a fillable PDF in Content Central and email it to the patient when the appointment is booked. The patient does not need an account. When they press Submit, the completed form files itself under the patient with its data, so nobody scans or types it.
The link expires (12 hours unless you change it), each submission is saved as a new version with the sender's IP address, and a workflow rule can tell the desk the moment it arrives.
- 1
Booked
The intake form goes out by email with a private link.
- 2
At home
The patient fills it in on a phone or computer and presses Submit.
- 3
Filed
The form and its values land on the patient record in Content Central.
- 4
At the desk
The coordinator gets a message. The clipboard stays in the drawer.
Three things the office manager will ask.
- Does this replace our EHR or practice management system?
- No. It handles the paper that arrives around them. File the scanned documents to a shared folder or to Content Central, and keep the EHR for clinical notes.
- Do patient pages leave the building to be read?
- No. CapturePoint 6 reads every page on the PC beside your scanner. The finished files go only where you send them. We sign HIPAA Business Associate Agreements.
- Our intake form is our own design. Will it still work?
- Yes. Add it as a document type from the review screen, confirm a few, and CapturePoint 6 learns your layout from those confirmations.
Try it on tomorrow morning's tray.
Install CapturePoint 6 on the desk PC and take the 2-minute tour from the welcome screen. Then scan your own clipboards.