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Kareo Help Center

Intake Process

1. Scheduling an Appointment

  • Open the Calendar to schedule appointment:
    • Add patient, if new patient:
    • Verify phone number and address, update if necessary.
    • Select service location.
    • Enter visit reason and any notes about the appointment.
    • Select resources, if applicable.
    • Verify insurance (case), update if necessary.
    • Add authorization, if necessary.
    • Update appointment start/end time, if necessary.
    • Check eligibility while patient is on the phone.
  • Remind patient to bring in copay/coinsurance at time of visit.

2. One to Three (1-3) Days Prior to Appointment 

  • Run eligibility check, if it has not been run yet.
  • Verify if additional information is required for appointment (authorizations, referrals, etc.). If needed, be sure to obtain all required documents prior to appointment.
  • Confirm appointment and remind them to bring copay/coinsurance.
  • If new patient, remind them to bring new patient paperwork.

3. Day of Appointment

4. Check-In Patient

  • Change status to check-in.
  • Existing Patients:
    • Verify/update insurance information.
    • Obtain a copy of new insurance card front and back, if applicable.
  • New Patients:

5. Scan Documents to individual Patient Chart (Optional)

  • Scan all new or updated documents to a file located on your computer.
  • Upload to patients chart.
  • After scanning, place in a pile to be scanned together as a batch at the end of the day.

6. Check-Out Patient

  • Collect any additional payment due.
  • Schedule follow up appointment, if necessary.
  • Change status to Check-out.