Best Patient Check-in Software for Orthopedic Practices

Is your orthopedic practice losing valuable time and revenue due to inefficient check-in? As patient volumes grow, finding the best patient check-in software for orthopedics has become a critical priority for practice success. It isn’t just about replacing clipboards or reducing staff involvement with clunky “self-registration tools”—it’s about transforming the entire patient experience while optimizing productivity. It starts with the right patient-led solutions.

Why Orthopedic Practices Need Specialized Check-in Solutions

Orthopedic practices operate differently from general medical facilities. With a high volume of both scheduled appointments and injury-related walk-ins, these practices require check-in systems that can adapt to varying patient appointment types. Traditional paper-based systems simply can’t keep pace with the dynamic environment of a busy orthopedic clinic. Additionally, not all patient registration software can keep up with the complexities and requirements orthopedic practices typically have when it comes to patient registration and intake.

The best patient check-in software for orthopedics addresses these unique challenges by offering customizable workflows that accommodate scheduled appointments, walk-ins, urgent cases and follow-up visits. These systems recognize that orthopedic patients often arrive with mobility limitations, making ease of use paramount in any technological solution. 

Orthopedic practices also frequently deal with complex insurance verification requirements for procedures, medical equipment, employment-related injuries and physical therapy authorizations. Advanced check-in platforms automate these verification and check-in processes, reducing the administrative burden while increasing collection rates.

Key Features That Drive Operational Excellence

When evaluating the best patient check-in software for orthopedics, several critical features stand out as game-changers for practice efficiency.

Smart Workflow Logic

The best patient check-in software for orthopedics features intelligent workflows that dramatically reduce staff workloads by managing both scheduled visits and urgent walk-ins without administrative intervention. These systems automate patient triage based on appointment type and urgency, eliminating the need for front desk staff to manually sort and prioritize patients.  

Jordan-Young Institute, with 17 physicians handling 500 patients daily, achieved a 95% co-pay collection rate and 97% kiosk adoption after implementing Clearwave. “We’re no longer stretched too thin or seeing staff get burnt out. Clearwave lightens the workload and helps us work faster,” shares Tiara Williams, Patient Registration Manager. 

This smart workflow logic maintains operational efficiency without requiring additional staff, allowing orthopedic practices to expand patient volume without proportionally increasing administrative headcount.

For orthopedic practices dealing with unpredictable injury walk-ins alongside scheduled appointments, smart workflow logic can maintain operational efficiency without requiring additional staff. The system can automatically identify appropriate workflows for different patient scenarios, whether post-surgical follow-ups or acute injuries, ensuring each patient completes only relevant forms while still capturing comprehensive information. 

Nebraska Orthopaedic Center, a growing practice averaging over 8,000 patients per month, reduced check-in times by 47% while improving data accuracy by modernizing their pre-registration and clinical intake processes. Their success demonstrates how streamlined workflows can significantly enhance both administrative efficiency and clinical care quality.

By removing manual staff intervention in the registration process, orthopedic practices can effectively expand their patient volume without proportionally increasing administrative headcount, directly impacting the bottom line and allowing practices to grow without corresponding increases in FTE spend.

Integrated Kiosk Solutions

Self-service kiosks have revolutionized the check-in experience in orthopedic settings. These user-friendly interfaces allow patients to check themselves in, update personal information, and manage payments without staff assistance. Centers for Advanced Orthopaedics (CAO) Division 28 achieved an impressive 99% patient adoption rate with their self-registration kiosks, demonstrating how effectively these solutions can be implemented.

While initially, some practices worry about patient adoption, particularly among older populations, the reality is that well-designed kiosks feature intuitive interfaces that patients of all ages can navigate easily.

Murphy notes the importance of driving this drop in wait times, especially for orthopaedic patients,

“We see a lot of patients on scooters, crutches and boots. They’re in pain, and some may have been waiting months to see their specialist. Being able to get them checked in and seated fast, rather than waiting in a long line just to check in, has been huge. Now, they come in, they’re immediately greeted and ready to see their doctor.”

For orthopedic practices specifically, ergonomically designed kiosks accommodate patients with mobility challenges, offering adjustable heights and accessibility features. The best patient check-in software for orthopedics includes options for both standing kiosks and tablet-based solutions that can be handed to patients who cannot easily stand at a traditional kiosk.

Additionally, smart kiosks can be designed to streamline workflow questions for patients who return multiple times a week for PT or remove repeat questions, getting patients in pain to their provider, faster.

“We’ve saved on the cost of adding more staff to the front desk, reducing our number of front desk staff altogether and repurposing them elsewhere,” shares Sonali Parry, CAO Division 28 Therapy Director.

How Modern Check-in Solutions Impact Financial Performance

Beyond operational efficiency, advanced patient check-in solutions directly affect an orthopedic practice’s financial health through several key mechanisms.

Pre-registration capabilities allow patients to complete paperwork before arriving, which dramatically reduces day-of-appointment administration. This front-loading of information collection means insurance verification can happen in advance, identifying potential coverage issues before the patient arrives.

Additionally, integrated payment processing within check-in systems has transformed collections for orthopedic practices. Patients can view their estimated responsibility, make payments, and set up payment plans during check-in. This approach has proven far more effective than traditional post-visit billing, significantly increasing same-day collections and reducing accounts receivable aging.

Jordan-Young Institute exemplifies this financial transformation with their 95% co-pay collection rate. Their implementation of digital check-in technology significantly improved eligibility verification and claims processing. Williams notes,

“We have a lot less errors, which shows that our previous claim rejections challenges could have been prevented with Clearwave.” 

Learning from Orthopedic Success Stories

The proof of any technology’s value lies in real-world results. Cape Fear Orthopedics & Sports Medicine exemplifies the transformative impact of implementing the best patient check-in software for orthopedics. Despite seeing over 300 patients monthly across four locations with 11 providers, the practice maintains average check-in times of just two minutes. This efficiency keeps schedules on track without requiring additional administrative staff, even as the practice continues to grow.

Choosing the Right Solution for Your Practice

When selecting the best patient check-in software for orthopedics, practices should prioritize solutions specifically designed for high-volume specialty environments. Consider vendors with proven experience in orthopedic settings who understand the unique workflows and integration requirements of musculoskeletal care.

Learn how Clearwave can transform your orthopedic practice operations through streamlined check-in processes. Register for a demo today and discover why leading orthopedic practices trust our solutions to power their patient experience.