By Workflow

Walk-In Patient Registration

Fast digital registration for walk-in and same-day patients

Walk-in patients present a unique challenge for healthcare practices. Unlike scheduled appointments where intake can happen days in advance, walk-ins need to register quickly and get into the treatment queue as fast as possible. Formisoft's walk-in registration workflow is designed for speed, providing digital intake that patients can complete in minutes on a waiting room tablet, their own phone via QR code, or a self-service kiosk.

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The workflow prioritizes essential information first. Instead of a lengthy multi-page intake packet, walk-in forms use a progressive disclosure approach: demographics and chief complaint first, then insurance, then medical history. This gets patients into the queue quickly while collecting complete information. Urgent care practices can configure triage-priority fields that alert staff to patients who need immediate attention based on their reported symptoms.

Formisoft's QR code registration is particularly effective for walk-in clinics. A printed QR code in the waiting room or at the front desk lets patients scan with their phone and immediately begin registration — no app download, no account creation, just instant form access. As patients submit each section, staff see real-time updates on the intake dashboard, allowing them to start processing insurance and preparing for the visit before the patient even finishes all their forms. This parallel processing approach dramatically reduces the time from arrival to treatment.

How it works

Step 1 of 4

Patient scans QR or uses tablet

Walk-in patients scan a QR code with their phone or use a waiting room tablet to begin registration instantly

Step 2 of 4

Priority intake fields first

Essential demographics and chief complaint are collected first to get patients into the queue quickly

Step 3 of 4

Progressive form completion

Insurance, medical history, and consent forms are collected in order of priority while the patient waits

Step 4 of 4

Real-time staff dashboard

Staff monitor incoming registrations in real time and can begin processing before forms are fully complete

Key features

Everything you need for walk-in patient registration, built into the platform.

QR Code Check-In

Patients scan a QR code with their phone to instantly access registration forms — no app or account required.

Tablet-Ready Forms

Optimized for waiting room tablet use with large buttons, clear navigation, and simplified layouts.

Progressive Intake

Collect the most critical information first so patients enter the queue quickly while completing additional forms.

Symptom-Based Triage Alerts

Configurable triage fields alert staff to walk-in patients who may need immediate attention based on symptoms.

Insurance Card Photo Capture

Patients photograph front and back of insurance cards directly in the form for instant verification.

Real-Time Completion Tracking

Staff see a live dashboard of walk-in registrations in progress, including which sections are complete.

Auto-Queue Management

Completed registrations automatically add patients to the provider queue in arrival order.

Expected results

70%

Faster walk-in registration

5 min

Average registration time

Zero

Paper forms needed

Ideal for

Urgent care centers

Walk-in clinics

Emergency departments

Retail health clinics

Community health centers

Recommended templates

Start with a pre-built template and customize it for your practice.

New Patient Intake Urgent Care Intake Insurance Verification Hipaa Consent Emergency Treatment Consent

Frequently asked questions

How does QR code registration work?

You generate a QR code from Formisoft and display it in your waiting room, front desk, or entrance. When patients scan it with their phone camera, it opens a mobile-optimized registration form in their browser — no app download or account creation needed. They complete the form on their own device and submit it directly to your dashboard.

Can walk-in registration work alongside scheduled appointments?

Absolutely. Formisoft's dashboard shows both scheduled appointments and walk-in registrations in a unified view. Walk-in patients are clearly tagged, and staff can manage the queue alongside the regular schedule. The system keeps both workflows separate but visible.

What if a walk-in patient is a returning patient?

If the patient provides an email or phone number that matches an existing record, Formisoft can pre-populate their information. This means returning walk-in patients only need to confirm their details and provide the reason for today's visit, dramatically speeding up the process.

Can we customize which fields are required immediately vs. optional?

Yes. The progressive intake system lets you define tiers of information. Tier 1 (immediate) typically includes name, date of birth, contact info, and chief complaint. Tier 2 includes insurance and consent. Tier 3 covers full medical history. Staff can begin processing at Tier 1 completion.

Workflow

Ready to streamline your intake?

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