Reception

Description

This is the Reception Module of Alpaca. It is designed for check-in management, patient scheduling, and payment tracking. The interface allows receptionists to view appointments, manage patient arrivals, update check-in status, and track payments.

Design

Functionality and elements

Schedule Tab

Displays upcoming patient appointments with the following columns:

• Date/Time: appointment date & time.

• Patient: name of the scheduled patient.

• Referral: indicates if the patient was referred.

• Check-in, Preflight Check-in buttons to initiate the corresponding processes.

• After visit document generation button.

• Open schedule button for viewing the responsible doctor’s schedule.

• Pay button for payment initiation with all possible payment methods (cash, credit card, check, web checkout with the possibility of generation of the link for online payment).

Lab orders tab

Display upcoming ordered laboratory tests for the patient with the possibility of Check-in and Preflight check-in.

Check-in button

Check In Process

1. Choose patient

2. Click the “Check-In“ button

3. Choose print forms for check-in

4. Choose Pad Signature from the list

5. Save “Documents“

6. Send the link if needed

7. Save and sign button to end the check-in process

Sending Links to Patients for Remote Check-In Form Signing

Navigation:
Reception → Schedule → Select Appointment → Check-In → Send Link

Overview

The Remote Check-In Form Signing feature allows reception staff to send secure, personalized links to patients so they can electronically sign check-in forms before arriving at the clinic.
This enhancement digitizes the pre-appointment workflow, reducing waiting times at the front desk and improving overall patient experience.

Functionality

When a patient has a scheduled appointment, staff can initiate the check-in process directly from the Schedule view.
By clicking Send Link, the system generates a unique, time-limited URL that the patient receives via SMS or email. The patient can open this link on any device to securely review and sign their assigned check-in forms.

The signed forms are automatically attached to the patient’s Medical Document and stored in their electronic record, ensuring compliance and easy retrieval.

How to Use

1. Navigate to Reception → Schedule.

2. Select the relevant appointment.

3. Click the Check-In button in the appointment menu.

4. Choose Send Link.

5. Confirm the patient’s contact channel (SMS or email).

6. Once sent, the patient receives a secure link to their check-in forms.

7. After the patient completes the signing, the system automatically updates their check-in status.

Notes

• The link is secure and unique per patient and expires after a defined period (as configured by your system administrator).

• Patients must complete all mandatory fields before submission.

• The signed forms appear under the patient’s Documents tab and can be viewed by authorized staff.

• This feature supports paperless operation and is ideal for telemedicine or high-volume clinics.

Preflight Check-In Process

This process is described in the “Preflight Check-In Process” section.