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The bar is low for managing patient intake efficiently, so the right software can make all the difference. As difficult as it might be to replace the clipboard and paper, you know the importance of streamlining administrative tasks so your physicians can focus on patient care. That’s why finding the best patient intake software is crucial not just for your practice, but for your patients.
Patient intake is all about automation and patient engagement. These solutions are designed to help you capture patient information quickly and more accurately than ever. And they can address patients biggest complaint: the paperwork. Patient intake software will almost always improve the overall patient experience.
Intake software has evolved over the years. Now more than ever, there are innovative features that add value to any practice in the form of time savings. From digital forms to automated reminders, these tools will transform the way your team manages patient intake. Let’s explore what you can expect from the top solutions in this space.
What is patient intake software?
Patient intake software is a digital tool that automates the process of collecting patient information before an appointment. It replaces paper forms and manual data entry with customizable online forms, secure messaging, and real-time data syncing with your practice management or EHR system.
Instead of asking patients to arrive early to fill out forms in the waiting room, intake software allows them to complete everything ahead of time, whether they’re on their phone, tablet, or computer. This can include demographics, medical history, insurance information, consent forms, and more.
Modern intake solutions often include features like:
- Mobile-friendly, HIPAA-compliant digital forms
- E-signatures and document uploads
- Real-time EHR integration
- Automated reminders and follow-up workflows
- Multilingual form options
- Secure text or email communication
The result is faster check-ins, fewer errors, and a more modern patient experience.
Pros and cons of patient intake software
Like any technology investment, patient intake software comes with both advantages and limitations. Here’s a breakdown of what to expect:
Pros
- Saves time for staff and patients by eliminating manual data entry
- Reduces paperwork errors with required fields and auto-validation
- Improves patient satisfaction through convenience and faster check-ins
- Enhances compliance with HIPAA-secure digital documentation
- Integrates with EHRs for real-time data transfer and fewer delays
- Supports remote workflows with pre-visit intake and telehealth integration
- Automates reminders and follow-ups to reduce no-shows
Cons
- Initial setup time may require customization and form building
- Cost varies depending on feature set and practice size
- Digital literacy barriers may affect some patient populations
- EHR integration can be limited or inconsistent across vendors
- Staff training is needed to ensure successful rollout and adoption
Overall, the benefits of automation, accuracy, and better patient engagement typically outweigh the drawbacks, especially for practices managing high volume or hybrid (virtual + in-person) care.
How much does patient intake software cost?
The cost of patient intake software can range from free or bundled with other services to several hundred dollars per month, depending on the vendor, feature set, and size of your practice.
Here’s a rough breakdown of pricing models:
- Free or basic tiers: Some tools like IntakeQ or SimplePractice may offer basic digital forms with limited submissions or customization at no cost.
- Mid-tier plans: Expect to pay $49 to $199/month per provider or location for features like automation, EHR integration, and texting.
- Enterprise pricing: Larger vendors like Phreesia or AdvancedMD typically offer custom pricing based on usage volume, integrations, and additional services.
Some intake software is included as part of a broader platform. For example, OhMD includes digital intake forms as part of its HIPAA-compliant patient communication suite, so you’re not paying for a separate intake tool. This bundled model often delivers more value and a simpler tech stack.
When evaluating cost, consider both the price and the time savings you gain from fewer errors, faster check-ins, and less phone tag with patients.
Top patient intake software solutions
mConsent offers a comprehensive suite of features including digital forms, insurance verifications, and patient communication tools mostly for dental.
Phreesia is a leader in patient intake management, offering solutions for registration, payments, clinical support and more.
OhMD is a HIPAA-compliant patient communication platform that includes secure texting, video visits, and digital intake forms.
- Doctible
Doctible provides HIPAA-compliant digital intake forms along with text messaging capabilities. Practices receive instant alerts when patients submit forms.
- SimplePractice
SimplePractice offers mobile-friendly intake forms and HIPAA-compliant video appointments. It centralizes scheduling, billing and communication.
- AdvancedMD
AdvancedMD is a major player in the patient intake software market, providing solutions for practices of all sizes.
- DrChrono
DrChrono offers patient intake tools as part of its comprehensive practice management and EHR platform.
- Kareo/Tebra
Kareo provides patient intake capabilities integrated with its practice management software.
- CareCloud
CareCloud Charts includes patient intake features as part of its cloud-based EHR and practice management system.
- Intakeq
Intakeq offers customizable digital intake forms and patient scheduling tools.
When selecting a patient intake solution, consider factors like EHR integration, telehealth capabilities, and automation features. The right software will delight your patients and make the job for your front desk team so much easier.
What to look for as you explore options
One of the key trends is the integration of Electronic Health Records (EHR) systems with patient intake software. This integration allows for seamless data transfer, reducing the need for manual data entry and minimizing errors. Additionally, it ensures that patient information is always up-to-date and accessible to healthcare providers.
In the wake of the COVID-19 pandemic, many patient intake software solutions now include telehealth capabilities. This allows patients to complete their intake process remotely. It not only enhances convenience but also improves access to healthcare services for patients in remote areas.
For many groups, patient engagement is a top priority – especially in value-based contracts. Some patient intake software integrates directly into EHR patient portals, where patients can easily view their completed intake forms as well as fill them out.
What the future holds for patient intake software
The patient intake process is becoming increasingly simple. The software has evolved and each practice has limited bandwidth these days. The latest software solutions are equipped with features that simplify the intake process new and exciting ways.
Automation is a game-changer in patient intake software. Even artificial intelligence is playing a role in some of these new features. Automated reminders for appointments, follow-ups, and medication adherence can significantly improve patient compliance and reduce no-show rates. Automated workflows streamline slow and painful administrative tasks, freeing up more time for the team to work with patients.
The future of patient intake software is bright, with advanced features that enhance efficiency, accuracy, and patient engagement. As you explore the top solutions for 2025, consider those that offer seamless integration, telehealth capabilities, automation, and patient engagement features. These features will allow your practice to be at the forefront of healthcare innovation while solving the most frequent patient complaint: cumbersome paperwork.
As you explore the top patient intake software solutions for 2025, remember that choosing the right one can make a significant difference in your practice’s efficiency and patient satisfaction. Please book a quick demo with us to discover how OhMD’s patient communication and patient intake software can transform your practice.
