How Automated Forms Solve the Preregistration Gap in Healthcare Workflows
By John Zimmerer, VP of Healthcare Marketing at Smart Communications
If you work in healthcare, you've probably heard this gripe from patients:
“Didn’t I already fill this out?”
Even with robust Electronic Health Record (EHR) platforms like Epic, many organizations struggle with one critical phase of the patient journey: preregistration. Paper packets, duplicate entry, missed data fields, and frustrated patients are common complaints.
EHRs were built for documentation and clinical excellence, not necessarily for front-end patient experience.
That leaves a glaring gap—one that results in:
- Repetitive administrative tasks
- Lower patient satisfaction scores
- Slower check-in times
- Higher no-show or reschedule rates
Although Epic does a great job supporting clinical care, it’s not designed to handle every step of the patient journey, especially before the visit even begins.
That’s where an automated forms solution can step in to make things easier for both patients and staff.
Let’s break it down.
Where Epic Falls Short: A Side-by-Side Look
Epic’s Capabilities for Preregistration:
- Patient portal-based forms (MyChart)
- Demographics, insurance, and consent captured in-system
- Integration with existing clinical workflows
But…
- Low completion rates unless patients are actively using
- MyChart No flexibility for non-portal users (think: first-timers or digitally hesitant)
- Limited customization of workflows for different service lines or visit types
- Inconsistent communication channels (email/text/phone) for reminders and forms
- Manual follow-up needed for incomplete or missing information
How No-Code Digital Patient Intake Forms Bridge the Gap
Digital patient intake forms, like SmartIQ™, bridge the gap to solve what EHRs miss. Think of them as the “front doors” your patients actually want to walk through. They should be simple, digital, and easily completed before arrival.
Here’s how Epic and SmartIQ compare:
Epic MyChart vs. SmartIQ’s Automated Form Solution
|
Feature |
Epic MyChart |
SmartIQ |
|
Form Completion Without Login
|
❌ |
✅ |
|
Mobile-First Design
|
⚠️ Limited |
✅ Optimized |
|
Channel Flexibility (SMS/Email)
|
⚠️ Basic |
✅ Fully Customizable |
|
Smart Form Routing by Visit Type
|
❌ |
✅ |
|
eSignature Integration
|
⚠️ Limited |
✅ Seamless |
|
Analytics + Completion Tracking
|
❌ |
✅ Real-Time |
|
Automated Reminders |
❌
|
✅ |
Why It Matters: The Real-World Impact of Preregistration Gaps
Preregistration may seem like an admin issue, but it’s actually a strategic opportunity. When digital patient intake forms are automated, streamlined, and completed before the patient even arrives:
- Wait times drop
- No-show rates decrease
- Operational efficiency improves
- Healthcare communications feel more modern
- Patients feel prepared, respected, and heard
Most importantly, your staff stops chasing down paperwork and starts focusing on care.
Interested in the other factors that can make or break your patient intake forms? Read “How to Create Digital-First Patient Intake Forms”
The Takeaway: You Don’t Have to Wait for the EHR to Catch Up
Epic is powerful, but it’s not perfect. Modernizing preregistration will help save time and create a smoother, more connected experience for employees and patients alike. When digital tools work alongside your EHR, the entire process feels less like paperwork and more like care.